Tenant Maintenance Request System

A complete maintenance system for your rentals. One-time setup.

Branded tenant request form, instant email alerts, live tracking sheet, photo uploads, and printable QR unit signs — built in your Google account. No Wilson Automates subscription. You receive the source files and account access at handover.

Try the Live Demo → Get It for Your Properties

One-time build. No Wilson Automates subscription or per-unit fee.

1

Tenant scans the QR or opens the link 30 sec

A printable sign in every unit points straight to your branded form.

2

You get an instant email alert

Full details land in your inbox the moment it's submitted. No app to check.

3

Logged in your live sheet

Every request tracked with status: NEW → SCHEDULED → IN PROGRESS → DONE.

4

Photos saved to your Drive

Tenant photos auto-organized in a folder you own. Documentation, handled.

$0monthly software cost
1×one-time build — that's it
100%owned by you — accounts, data, everything
2 minfor a tenant to submit a request
The Math

Stop renting your maintenance workflow.

CRMs and property platforms are capable tools — built as subscriptions, for bigger operations. For a small portfolio that mainly needs maintenance handled, here's what the math usually looks like:

CRM Platforms (GoHighLevel, Monday.com, HubSpot…)

$50–300+
per month · per-seat & tier fees add up fast
  • Designed for sales teams & agencies — a different job than tenant maintenance
  • Feature depth most small portfolios won't use
  • Access lasts as long as the subscription does

Property Software (Buildium, AppFolio, DoorLoop…)

$50–200+
per month · often per-unit pricing
  • Often per-unit pricing, so costs scale with your portfolio
  • Full suites — leasing, accounting, screening — when you may only need maintenance
  • Your data is hosted on the provider's platform

The Wilson Automates System

$0
per month — one-time build fee only
  • Runs in your Google account
  • You own the form, sheet, script & data
  • No Wilson Automates subscription or per-unit fee
  • Fully documented handover
Get Your Build Quote →

Google Workspace is not required for a small portfolio. The system is built in your Google account, with no Wilson Automates subscription to renew. Google service limits and policies still apply.

★

Founding Client Build — $650 one time.

For the first three property owners with up to 10 units: a branded request form, QR sign pack, alerts, tracking system, vendor dispatch, testing, and documented handover. Pay 50% ($325) to begin and 50% ($325) when it is live. No subscription, no per-unit fee, and no open-ended project bill. Standard builds start at $795 after the founding places are filled.

The Deliverables

Everything installed, tested & handed over.

This isn't a template you have to figure out. I build it, wire it to your accounts, test it end-to-end, and hand you the keys — documented.

🧭

Smart Triage Intake Form NEW

Not a form — a guided interview. 35 issue-specific flows ask the right follow-up questions, show safety steps, request the right photos, and walk tenants through quick self-fixes that close tickets at zero cost. A life-safety check comes first. For US properties, the property hotline appears with the ticket only after an accepted request is server-classified as an Emergency. Your branding, your subdomain.

🔳

QR Unit Sign Pack NEW

Print-ready signs for every unit — QR straight to the form, with a clear US instruction to call 911 first for immediate threats to life or safety and complete the form afterward. The property hotline is not printed on US signs.

📬

Email Alert Engine

Instant notifications to any manager emails you choose. Add or remove recipients anytime. Each alert includes the tenant’s numbered triage answers — your tech knows what to bring before anyone calls.

📊

Tracking Sheet + Cost Dashboard

Every request logged with a status workflow — plus a live dashboard tracking open jobs, total spend, monthly spend, average cost per repair, and spend per vendor — plus monthly and annual reports that build themselves, and every triage answer logged per request.

🖼️

Private Photo Storage

A private Drive folder collects tenant photos automatically, organized and searchable in the client account.

🔧

One-Click Vendor Dispatch NEW

Keep your plumbers and electricians in a vendor directory. Pick one on any request and the system emails a work order with the issue, unit, and tenant contact, flips the status to SCHEDULED, and emails the tenant that the repair is scheduled. Photo access stays private until you choose to share it.

⚖️

Priority Intake Rules NEW

Guided questions capture the details behind a request and record both the tenant's urgency selection and the system's suggested priority. The property manager can review any mismatch and set the escalation policy during setup.

Sample maintenance intake rules showing Emergency, Urgent, Needs Approval, and Normal internal routing levels
🔑

Your accounts and files stay with you.

The system is built inside your Google account and on your domain. At handover you receive the credentials, source files, and documentation so you can operate it independently.

See What You Get

A look inside the system.

The three things you'll actually live in: your tracking sheet, your dashboard, and the alerts that hit your inbox.

Maintenance Requests — LIVE · Google Sheets
Status
Issue
Unit / Property
Urgency
Submitted
NEW
Kitchen sink leaking under cabinet
123 Main St · Apt 2B
High
Today, 8:12 AM
SCHEDULED
Bathroom door won't latch
88 Elm Ave
Normal
Yesterday
IN PROGRESS
AC not cooling — second floor
12 Oak Ln · Unit 4
High
Yesterday
DONE
Front porch light replaced
12 Oak Ln · Unit 1
Normal
Mon
DONE
Garbage disposal reset
404 Pine Rd
Low
Mon
Dashboard tab · Google Sheets
14Requests this month
2Open right now
1.8 daysAvg. time to done
92%Resolved < 7 days
Requests by category — last 90 days
Plumbing
18
Electrical
11
HVAC
9
Appliances
7
Other
4
Inbox · the moment a tenant submits
🔧 New Maintenance Request — HIGH — 123 Main St, Apt 2BYour Property Maintenance <alerts> · just now
HIGH URGENCY
TenantSarah M. · (555) 012-3344
Property123 Main St, Apt 2B
CategoryPlumbing
IssueKitchen sink leaking under the cabinet, water pooling on the floor.
Photos2 attached — saved to Drive folder
Entry OK?Yes, weekdays after 9 AM

Illustrative preview — your build is styled and configured for your properties.

Proof, Not Promises

This is not a mockup.

It is a working interactive preview of the client workflow. Use fictional test details only — every client receives their own branded URL, hotline, and private setup before launch.

maintenance.wilsonautomates.com
Open the Live Demo ↗
QR code to the live maintenance form
📱 On your phone? Scan it.

This QR opens the demo preview — scan it and use fictional test details only. Each client receives QR signs with their own URL and public-emergency guidance; US signs do not print the property hotline.

Prefer full screen? Open maintenance.wilsonautomates.com in a new tab.

⚡Explore the workflow first

Use fictional test details to see the tenant experience before you ask for a quote.

🧭Built from active operations

Every intake choice reflects the work-order workflow Wilson handles at scale every day.

🔑No lock-in after handover

Your accounts, source files, data, and documentation stay with you—not a software vendor.

Who Builds It

Built by a working maintenance coordinator — not a marketer.

Wilson — Property Maintenance Coordinator
W

Wilson

Property Maintenance Coordinator · Founder, Wilson Automates
Coordinating 700–800+ work orders every month

I'm not someone who watched a YouTube tutorial and started selling automations. I coordinate property maintenance professionally, every day, at scale — working as the human decision layer inside a fully AI-operated maintenance operation, stepping in wherever judgment or intervention is needed.

Every design choice in this system comes from that daily work-order lifecycle — creation to completion — not from guesswork. Here's how field experience maps to what you get:

700–800+work orders coordinated per month in my current ops role
10–12emergencies triaged daily — troubleshot first by phone or video call to rule out a fix before paying for an unnecessary dispatch
32–38work orders handled per day, combined across phone, SMS & email
4industry platforms daily — CRM, ticketing, telephony & dispatch — inside a fully AI-operated system, human-triaged when a decision or intervention is needed
Field-Tested — Built Into Your System
TRIAGE

Not every request is a $180 dispatch

I triage severity all day — so your form makes tenants declare urgency clearly, and you decide before spending a cent.

EMERGENCY

True emergencies can't wait for a form

US tenants are told to call 911 immediately for threats to life or safety, then complete the form. A property hotline appears with the ticket only after the server accepts and classifies the submission as an Emergency.

PHOTOS

A photo answers half the questions

Requests without photos mean call-backs. Your form collects them upfront and files them in your Drive automatically.

TRACKING

Untracked requests become complaints

Every submission is logged with a status — NEW to DONE — so nothing lives in a text thread on your personal phone.

Common Questions

Straight answers.

Do I need GoHighLevel, a CRM, or any paid software?
No. That's the entire point. The system runs on a free Google account — a form backend via Apps Script, Sheets for tracking, Drive for photos, Gmail for alerts. Zero monthly software cost.
What exactly do I own after handover?
Everything: the Google account (or it's built inside yours from day one), the tracking spreadsheet with its dashboard and vendor directory, the backend script, the Drive folder, and the form on your domain. You receive all credentials and change the passwords yourself. No lock-in, by design.
What if I want full automation later — SMS, pipelines, workflows?
That's the one upgrade path, and it's optional. The backend is webhook-ready, so when you're ready I can build the full automation layer inside GoHighLevel or your CRM of choice — automated SMS follow-ups, pipelines, multi-property reporting — and your existing system plugs straight into it. Nothing gets rebuilt, nothing gets thrown away.
Do you handle the maintenance coordination for me?
No — and that's by design. This is a self-running system: tenants submit, you get alerted, and dispatching a vendor is one dropdown click — the system sends the work order, not me. There's no ongoing service to pay for. I'm available afterward only if you want changes, updates, or the CRM build-out later — one-off or on a light retainer, your call.
What does it cost?
Founding Client Build: $650 one time for the first three property owners with up to 10 units. That includes the standard system on this page: customization, setup, testing, QR signs, vendor dispatch, and handover. Pay 50% ($325) to begin and the remaining $325 when it is live. Then $0/month to run. Standard builds start at $795; larger or custom portfolios receive a fixed quote before work begins.
How do tenants report true emergencies?
For US properties, immediate danger prompts tenants to call 911 first and complete the form afterward. The property hotline stays hidden until a request is successfully submitted and the server classifies it as an Emergency; the confirmation then shows both the hotline and ticket number. US QR signs link to the form and carry the 911 instruction, not the property hotline. Non-US emergency presentation remains on the legacy behavior until country-specific validation is complete.
Can you customize it for my properties?
Yes — issue categories, severity labels, branding, alert recipients, form fields, and the QR sign design are all configurable per build. If you need something beyond the standard package, we scope it together.

Your tenants get a professional system. You get your inbox back. No Wilson Automates subscription.

Try the demo, then tell me about your portfolio.

Try the Demo Get Your System →
Get Your System

Tell me about your properties.

Founding Client Build: $650 one time for up to 10 units—first three property owners only. Fill out the form and I’ll reply within 24 hours with your timeline. Prefer email? Reach out directly.

Email[email protected]
HoursFlexible — evenings & weekends welcome
ServingUS, Canada & Australia — remote
Demomaintenance.wilsonautomates.com

$325 to begin, then $325 when it is live. No subscription. Your details are used only to reply to your enquiry and are processed through our form provider.