Property Managers: How do you keep track of vendor follow-ups?

Question

Hi everyone,

I recently asked property managers what task still wastes the most time, even with software like AppFolio, Buildium, or Yardi. One answer that kept coming up was vendor communication.

I'm curious how you handle this in your day-to-day workflow.

When you assign a maintenance request to a contractor, how do you keep track of who still owes you an update?

• Do you rely on your property management software?
• Email?
• Text messages?
• Phone calls?
• Calendar reminders?
• Spreadsheets?
• Something else?

I'm not looking for software recommendations or promoting a product. I'm genuinely trying to understand how experienced property managers keep maintenance moving and prevent things from slipping through the cracks.

I'd really appreciate hearing what works well and what still feels frustrating.

Thanks!

Connor Reaumond · Answer

Does anyone use any of Claude/ChatGPT's automations to help manage this?

Drew Sygit · Answer

You are INDIRECTLY advertising by soliciting feedback from members that you plan to use to vibe code a solution for financial gain

Adam Bartomeo · Answer

We have a maintenance coordinator that uses our software to manage all of this. She uses the calander, email, texts, calls, etc, to stay on top of everything.

Osarogie Odigie · Answer

Thanks, Janice! That's really helpful. It sounds like email becomes your documentation and follow-up system, while the calendar reminds you when to act. Do you ever find it difficult to keep track of which vendor emails still need a response, or does your current process work well enough? @Janice Carter

Janice Carter · Answer

@Osarogie Odigie Calendar reminders work well for me. I also keep most communication in writing by email so I have a clear record of updates and can easily follow up if a vendor misses a deadline.