PropertyMaths: Repairs, Property Portfolio & Depreciation Records
How GetPost Labs would build the property manager's repairs workflow: tenant requests logged and trade quotes gathered by AI agents, urgency and spending limits held by rules, and every approval left with the landlord. Each invoice lands on the portfolio record the owner's accountant and depreciation specialist need.
Executive Summary
The Problem: Every day the property manager takes repair requests from tenants, chases trades for quotes, waits on landlords for approval and records every step. The details sit in the property management software, email threads and the trades' own invoices, so each repair is followed up by hand — and at tax time the landlord's accountant asks for the same invoices again.
The Solution: PropertyMaths gives the logging, quote-gathering and drafting to AI agents, keeps urgent-repair categories, spending limits and notice periods as fixed rules in software, and leaves every approval with the landlord and every judgement call with the property manager. Invoices, photos and inspection reports land on each property's portfolio record.
The Outcome: The property manager deals with the repairs that need a decision instead of chasing every one, the landlord approves with the quotes in front of them, and the portfolio record is ready for the accountant at year end.
The Challenge
Understanding the problem space
"Managing maintenance — logging issues, liaising with local trades, and keeping things moving"
— A duty listed in a current Australian property manager job ad (SEEK, September 2026)
Across 13 current property manager and leasing administrator ads, the same duties come up: coordinate maintenance and follow up repairs, answer landlord and tenant enquiries, run inspections, and make sure every note, email and action is recorded.
Most of that is chasing information between people — the tenant who reported it, the trade who quoted it, the landlord who has to say yes. When it lives across the property management software, email and phone calls, repairs stall waiting for a reply, and the record a landlord needs for their portfolio and tax time is rebuilt from the inbox.
Source: 13 property manager and leasing administrator job ads in Australia on SEEK, September 2026. Employers not named.
The Solution
What GetPost Labs would build
Core Capabilities
Where the Time Comes Back
Deciding, not chasing
The property manager stops chasing each repair by phone and email and starts dealing with the ones that need a decision:
Repair Requests
Take the call, write it up, email the tenant for photos, then work out which trade to send.
The agent has logged the request with photos and asked the tenant the questions the trade will need.
Quotes & Approvals
Chase two trades for quotes, forward them to the landlord, then chase the landlord for a reply.
Quotes arrive side by side with the landlord's limit already checked. The landlord approves in one reply.
Year-End Records
At tax time, search the inbox for a year of invoices and receipts for the landlord's accountant.
Every invoice and photo already sits on the property record, ready to hand to the accountant or depreciation specialist.
BPMN Workflow
The business process modelled
Repair Request: Reported to Recorded
User Journey
A Repair Request, Reported to Recorded
Scenario: A property manager at a suburban agency looks after a portfolio of rental homes. A tenant reports that the hot water system in a three-bedroom house has stopped working.
Reports no hot water through the tenant portal, with a photo of the unit and its label
Logs the job against the property, reads the make and model from the photo, and finds the last service invoice on file
Classes it as an urgent repair under the categories set for that state, and checks the landlord's approval limit in the management agreement
Asks two preferred plumbers to quote to repair or replace, and lays the quotes side by side with the unit's age and history
The property manager sends the quotes with a note; the landlord approves a replacement unit
Installs the new unit, then uploads photos and the invoice
Checks the invoice matches the approved quote and files it, with the photos, against the property. The new unit is tagged for the owner's accountant to review at year end
Outcome: Hot water is back and the job is on record. The agent gathered the quotes, the landlord decided, and the invoice is already where the accountant will look for it.
Interactive Prototype
Functional dashboard demonstrating the concept
Portfolio ROI
True returns visibility
© 2026 GETPOST Labs. Full Stack Engineering Solutions.
Functional prototype. Click on cells and entries to see interactions.
System Context
Where PropertyMaths fits in the ecosystem
Have a Similar Problem?
This is the kind of workflow automation GetPost Labs builds. If your organisation has similar challenges, we'd love to discuss how a custom solution might help.