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CRM FOR AUSTRALIAN PROPERTY MAINTENANCE TEAMS

One property. Several people. A clearer job record.

Bring maintenance requests, property contacts, quotes and bookings together for teams working with homeowners, property managers and strata clients.

  • Rental maintenance
  • Strata maintenance
  • Handyman services
  • Commercial upkeep
Apply for early access Watch the job lifecycle
Property maintenance technician on a rental maintenance visit job
Built for property maintenance teams

Every rental maintenance visit starts with a call and ends with an invoice. Everything in between belongs in one place.

Norwood, SA · Customer approval · tenant access · property history

  1. 01 Keep the customer and contact distinctLink the customer account, property and site contact so your team knows who to speak to about the work.
  2. 02 Track approval before bookingKeep quote status and follow-up tasks visible before arranging access and assigning the work.
  3. 03 Build a useful property historyConnect bookings and service reports to the property so later visits have earlier job context.
A practical property maintenance workflow

From “can you help?” to a completed job.

Configure the steps around how your team already works.

  1. 01

    Log the request

    Capture the property, maintenance issue and requesting contact.

  2. 02

    Confirm the scope

    Prepare the quote and record the customer response before booking.

  3. 03

    Coordinate access

    Arrange the visit with the site contact and assign the technician.

  4. 04

    Share the outcome

    Record the completed work and photos, then prepare the invoice and next action.

REAL WORK. PRACTICAL USE CASES.

How property maintenance teams
can use the CRM.

Start with the situation. See the features you can use, what to configure and how the work moves through your team.

01

Approval & access

A rental repair needs approval before tenant access is arranged.

The requester, approving customer and person at the property may be different people. Your office needs to know who handles each step.

What to capture
  • Property and requester
  • Approving customer
  • Tenant or site contact
CRM FEATURES TO USE

How to set it up

  1. 1
    Properties & site contacts

    Map the people and property

    Link the customer account, property and contacts, keeping approval and access responsibilities distinct.

  2. 2
    Quote preparation

    Track the quote response

    Prepare the proposed scope and use stages or next-action tasks to follow the customer decision.

  3. 3
    Bookings & team assignment

    Coordinate the visit

    After reviewing acceptance, confirm the access window and assign the technician with the site notes.

WHAT THIS HELPS YOUR TEAM DOThe team can see who approves the work and who provides access.

Requester → approver → tenant → technician

See the illustrated step
02

Several services

One maintenance visit contains several agreed items.

The request includes different minor works and an optional extra. The quote and technician handover need the same itemised scope.

What to capture
  • Requested repair items
  • Optional extras
  • Property and area
CRM FEATURES TO USE

How to set it up

  1. 1
    Dynamic service catalogue

    Build the service structure

    Set up maintenance services, sub-services and eligible addons rather than one unclear line item.

  2. 2
    Postcode service areas

    Apply the area rules

    Use the configured service postcode and applicable rates when preparing the reviewed quote.

  3. 3
    Quote preparation

    Carry the scope forward

    Confirm the agreed items for booking, then prepare the invoice from the saved job context.

WHAT THIS HELPS YOUR TEAM DOThe customer, field team and accounts share an itemised scope.

Service items → agreed quote → visit → invoice

See the illustrated step
03

Property history

The next maintenance request should start with the earlier record.

A property needs another visit. Your team wants the previous observations, completion photos and customer conversations at hand.

What to capture
  • Property link
  • Earlier reports
  • New requested work
CRM FEATURES TO USE

How to set it up

  1. 1
    Properties & site contacts

    Keep the property link

    Attach each visit to the correct property, customer and contacts where the property workspace is enabled.

  2. 2
    Service reports & photos

    Preserve the completed record

    Save the maintenance report and photos so the next assigned technician can review earlier context.

  3. 3
    Connected record history

    Use the history on the next enquiry

    Review the earlier work and current request together; arrange approved customer follow-up through configured campaigns.

WHAT THIS HELPS YOUR TEAM DOLater visits have a connected property and service history.

Completed report → property history → next request

See the illustrated step

WHAT YOU CAN USE IN BETAHUB

The features behind
the workflow.

Connect the capabilities your business needs. Expand a feature to see what you configure, or jump into its illustrated workflow.

  1. 01 / GET THE CONTEXT

    Capture the right enquiry

    Know what is needed, where the work is and who should respond.

    Form Builder

    Branded forms with mapped lead fields and conditional questions.

    What to configure

    Choose a form type, map the fields and add the questions each service needs.

    Explore this feature
    Incoming calls

    Voice Centre, caller context and communication history.

    What to configure

    Connect your Agency number, configure human routing and assign the team that handles enquiries.

    Explore this feature
    Postcode service areas

    Postcodes, suburbs, exclusions and geographic service pricing.

    What to configure

    Define your covered postcodes and exclusions, then link the applicable services and rates.

    Explore this feature
  2. 02 / KEEP IT MOVING

    Turn scope into a decision

    Prepare the quote and make the next action visible.

    Dynamic service catalogue

    Services, sub-services, quantities and optional addons.

    What to configure

    Create the service hierarchy, eligible extras and quantity rules for your business.

    Explore this feature
    Quote preparation

    Configured pricing and itemised quotes with saved job context.

    What to configure

    Set your rates and area rules. Review the prepared scope and amount before sending.

    Explore this feature
    Stages & automation

    Lead stages, next actions and configured email, SMS or task workflows.

    What to configure

    Define stage triggers, conditions, recipients and templates, including when to stop following up.

    Explore this feature
    AI follow-up & voice feedbackControlled rollout preview

    Illustrated agent conversations for quotes and after-service feedback.

    What to configure

    For an authorised rollout, configure the agent, approved purpose, consent and calling provider.

    Explore this feature
  3. 03 / DO THE WORK

    Give the team a useful handover

    Carry the agreed service and site details into the visit.

    Bookings & team assignment

    Booking windows, technicians and service-address handovers.

    What to configure

    Confirm team availability and assign the visit with scope, customer and access notes.

    Explore this feature
    Properties & site contacts

    Separate customer, property, access contact and equipment context.

    What to configure

    Link the property and equipment where enabled, and identify the approval and site-access contacts.

    Explore this feature
    Service reports & photos

    Configurable visit questions, observations and completion photos.

    What to configure

    Choose a service-report template and agree which observations and photos the team should collect.

    Explore this feature
  4. 04 / SEE THE OUTCOME

    Close the loop. Plan the next job.

    Connect accounts, customer follow-up and acquisition reporting.

    Invoices & Xero

    Job-linked invoices and configured accounting synchronisation.

    What to configure

    Authorise the Xero organisation, review account and tax mappings, and check sync outcomes.

    Explore this feature
    Built-in customer campaigns

    Customer email and SMS campaigns for agreed follow-up.

    What to configure

    Choose an eligible audience, message template, channel and sending window.

    Explore this feature
    Campaign cost tracking

    Lead sources, booked outcomes and imported Google/Meta spend.

    What to configure

    Connect the advertising account and sync the reporting dates. Compare spend within its currency.

    Explore this feature
    Connected record history

    Trace the enquiry, conversation, quote, booking, report and invoice.

    What to configure

    Keep records linked to the same customer and job so the next person can see the context.

    Explore this feature

Availability depends on your plan, Agency setup and provider connections. AI voice examples are controlled-rollout previews; live AI calling is not generally available on this deployment.

WATCH THE WORK CONNECT

Your services.
A CRM that joins the dots.

Explore an illustrated property maintenance journey. Choose a step, or play the workflow from enquiry to follow-up.

BBetaHub / Property maintenanceIllustrative preview

Requires your configuration

Forms & incoming calls

01 / 10
Branded enquiry formForm Builder
Requested serviceRental maintenance visit
Who will arrange access?Tenant via property manager
Service locationNorwood, SA · 5067
Enquiry captured → Lead created
Incoming enquiryCaller context and notes in the same CRM
Voice Centre
HOW THE WORK CONNECTS

Capture enquiry → create lead → assign the next action

A page-specific form or incoming call captures the enquiry, customer and requested work. Conditional fields collect the details this service needs.

Illustrated product walkthrough with fictional sample data. Features depend on your plan, Agency setup and provider connections. Playback does not send messages, place calls, create quotes or bookings, or connect to Xero.

A FEW PRACTICAL ANSWERS

Before you get started.

Choose a workflow that fits the work you actually do.

Can we separate the customer from the person at the property?

Yes. Customers, contacts and properties are separate records, allowing your team to keep the account relationship distinct from the person arranging access. Confirm property-feature availability and your contact structure during onboarding.

Is BetaHub for a trade business or for homeowners booking a tradie?

BetaHub is CRM and job-management software for the business running the work. These pages show how trade and service teams can organise their own enquiries, quotes, bookings, reports and invoices.

Can we keep our existing services and process?

You can configure service types, enquiry forms, quote stages, workflow rules and service-report templates. Explore the CRM features and setup guides for examples. During onboarding, review your process with the team and confirm the fields and features you need.

What needs to be configured?

Feature availability depends on your plan and Agency configuration. Voice, SMS, campaigns and Xero require the relevant provider setup; usage allowances and charges are explained in the plans and usage allowances. Property and equipment features are enabled according to your Agency setup.

How do we get started?

Apply through the early-access form with your business type, team size and main operational issue. The onboarding conversation can then focus on your trade and the workflow you want to improve.

Apply for early access

Your business. Your next step.

See how BetaHub fits your property maintenance business.

Tell us what you do and where the admin gets in the way. Start there.

Apply for early access View plans and usage