With your experience, seems like it would be easy to create an excel spreadsheet with every possible preventative maintenance item. Start by listing every system in a house: electrical, hvac, plumbing, carpet, paint … and then start adding sub-items. Hvac: filters, freon charge, ducts etc. Move outside: lawn care, shrub trimming, roof inspection. In about a week you could have at least 100 items.

Then start adding things like property taxes, insurance

 

The only problem with that is I’m not good at spreadsheets. Plus, I need multiple user input as the owner needs access as well as other types of employees who handle different aspects of the household.

 

Don’t give anybody else access. Maintenance guys take action based on work orders, then submit an invoice if vendors or give back the written WO if in-house employees. Homeowners send an email.

 

Easy

Build a multi-year Gantt chart for maintenance schedule..
as opposed to a 'wait 'til it breaks' schedule.....

 

We use hi-sloane.com - tenant calls and verbally answers a list of questions. AI receptionist. Sounds like an actual human. We get the email explaining what is needed. And I copy and paste it on Task Rabbit. Never speak to anyone the entire time.

 

And you're not part of or affiliated with hi-sloane.com ?

 

Hey Nick, I’ve set up something in Airtable that works pretty well. It’s basically a smarter spreadsheet that can remind you when jobs come up, like gutters, filters, or seasonal cleanups.

It doesn’t deal with billing or anything like that. It just keeps everything organized and sends a simple reminder when something’s due.

If you want to see how it’s set up, I can show you. It’s really straightforward.