01
Intake
Capture the whole request
Use branded request links or turn maintenance text and MMS conversations into work orders without retyping the details or losing photos.
LeadSimple Maintenance
Run maintenance from first report to final confirmation.
Turn every request into an operational process that coordinates your team, vendors, owners, and residents—so quotes, approvals, updates, and next steps stay connected from intake to closeout.
Complete intake
Capture the issue, urgency, access details, availability, and files up front.
Decisions that move
Collect vendor quotes and get owner responses through secure links.
Confirmed closeout
Track vendor progress and ask residents to confirm the work is complete.
One connected repair
Every handoff has a next step.
Maintenance gets hard when the request, vendor, owner decision, resident update, and internal checklist live in different places. LeadSimple keeps them on one work order and one operational process.
02
Triage
Route the right work
Match the property and resident, set priority and access details, and put the request into the maintenance process your team follows.
03
Quotes
Collect bids in one place
Vendors submit amounts, notes, and files from a secure link while your team tracks every requested, received, and selected quote.
04
Approval
Get the owner's decision
Send one or several quote options for the owner to approve, choose, or decline without starting another email chain.
05
Execution
Keep vendor work visible
Give the assigned vendor the job details, entry notes, and files they need, then track acknowledgement, progress, and completion.
06
Closeout
Confirm the outcome
Let residents confirm the schedule and final result. If something still needs attention, LeadSimple brings it back to the team.
Quotes and owner approvals
Stop chasing the decision that unlocks the work.
Request bids, compare the details, and send owners exactly what they need to decide. Their response updates the estimate and moves the process forward—or gives your team a clear follow-up.
Vendor amounts, notes, files, and status stay on the work order.
Owners can approve one quote or choose among several options.
The selected quote becomes the estimate for better cost visibility.
Operational process automation
Automate the follow-through. Keep your team in control of the decisions.
LeadSimple runs the maintenance playbook beside the work order. Configure the tasks, messages, confirmations, and stage changes that should happen every time—while ambiguous, emergency-like, or declined work stays visible for a person to review.
AI-assisted text triage, with safety rails
For eligible maintenance numbers, AI can summarize text and MMS intake, surface missing details, and prepare the right work-order path. Your team reviews anything ambiguous or emergency-like before it moves.
One work order, everyone in the loop
A simple next step for every person involved.
Residents, vendors, and owners get branded, secure response links for the exact action they need to take. Your team gets the result back on the work order and in the process.
Resident experience
Residents report and confirm
Make it easy to give your team the information it needs—and to close the loop after the repair.
Work order WO-1048
Does Tuesday, 1–3 PM work?
This time worksChoose another
Branded request links with photos and access notes
Schedule confirmation without phone tag
Completion check that creates follow-up when needed
Vendor experience
Vendors quote and update
Give vendors a focused view of the job instead of another system they have to learn.
Vendor quote
Apex Plumbing
$475
Replace heating element · parts and labor included
Quote received
Job scope, entry details, instructions, and files
Quote amount, notes, and supporting attachments
Acknowledge, start, and complete with progress notes
Owner experience
Owners decide in context
Put the scope, vendor options, notes, and files together so owners can make a clear decision.
Owner quote review
Apex Plumbing
Recommended option
$475
Approve this quote
Review one quote or compare multiple options
Approve, select a vendor, or decline
Send exceptions back to the team for follow-up
Control without the status meetings
Know what is stuck before someone has to ask.
Use one dashboard to focus the team on untriaged requests, outstanding quotes, decisions, cycle time, and cost—then open the work order for the full history behind the number.
Dashboard
See the queues that need action
Filter by status, quote state, assignee, vendor, resident, property, priority, dates, and more.
Related repairs
Coordinate duplicate reports
Group related requests into one repair flow without losing the original resident history.
Timeline
Keep every handoff accountable
See requests, quotes, owner responses, vendor progress, scheduling, completion, and invoicing milestones together.
Connected systems
Keep the work tied to your PMS
Sync mapped work-order data through supported AppFolio, Buildium, and Rentvine integrations.
Your maintenance process, connected
See your next work order move all the way through.
Bring us your intake, quote, approval, and closeout process. We will show you how LeadSimple keeps the work—and everyone around it—moving.