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Property Management CRM Software

Work Fotos

Blog • Property Management & Maintenance Ops

Property Management CRM Software — Units, Work Orders, Photos

Residents want fast fixes, owners want clean reporting, and your maintenance team wants one place to work. A practical property management CRM software connects unit & resident records with photo-based inspections, maintenance work orders, vendor coordination, PDF reports, and invoices with online payments. WorkFotos is phone-first, so your crew documents in the field while the office sends owner-ready summaries in minutes.

Units & Residents Move-In/Out Photos Maintenance Work Orders Vendor & Sub Management PDF Reports & Share Links Invoices & Payments Offline Capture

What slows property management teams (and how to fix it)

Scattered info: unit notes in email, photos in chats, work orders in another system.
Turnovers drag: move-out proof isn’t organized, so charges and scheduling stall.
Owner questions: reports lack photo context and timelines, leading to back-and-forth.

The cure is keeping the entire property story — unit → inspection → work order → photos → report → invoice → payment — in one place your team runs from a phone.

Property management workflow (phone-first)

1
Create property & units; add residents, lease dates, lockbox codes, access notes.
2
Capture move-in photos with room-by-room annotations (walls, flooring, appliances).
3
Log requests from residents; triage and approve scope with photos for clarity.
4
Create maintenance work orders; assign in-house techs or vendors with dates and notes.
5
Capture completion photos; add parts, labor, and checklist results.
6
Export a PDF report or share a read-only link; invoice and collect payment in the same thread.

No signal in basements or garages? Capture offline and sync later — timestamps and structure are preserved.

Inspections that actually settle disputes

Move-in / Move-out (MIMO)

Room-by-room photos with annotations; compare before/after to justify charges and security deposit returns.

Periodic & due-diligence

Document smoke/CO detectors, HVAC filters, leaks, pests, landscaping, safety items — organized by unit and date.

Turnover scope

Create punch lists with photos, assign vendors, and track open/closed with due dates.

Insurance & claims

Hail, wind, water, or fire — build claim-ready photo sets and export adjuster-friendly PDFs in minutes.

Maintenance & vendor management (without the bloat)

Assign work by property, building, and unit, set dates, and coordinate access. Use @mentions for handoffs (PM → tech → vendor). Track parts/labor, warranties, and follow-ups.

Field
Why it helps
Unit / Area
Scope clarity and staged photos by room
Priority & SLA
Response targets and escalation rules
Materials
SKU, quantity, and receipts for owner billing
Access
Codes, pet notes, quiet hours, parking
Compliance
Licenses, insurance files, and permit notes

Documents & reports owners actually read

On-image annotations

Make issues obvious with arrows and text — fewer “what am I looking at?” emails.

Share links & PDFs

Send a clean, read-only link filtered by unit/date or export a branded PDF report in minutes.

Owner statements backup

Attach photo proof and receipts to support charges, turns, and capital projects.

Portfolio oversight

Roll-up views by property or region to spot patterns and plan budgets.

From work order to paid invoice

Invoices with proof

Every invoice can carry photo evidence and itemized parts/labor. Owners approve faster when they can see it.

Online payments

Collect deposits, progress draws, or T&M via a secure payment link. Photo proof reduces disputes and speeds cash.

Multifamily, single-family rentals, and commercial

Multifamily

  • Unit-by-unit MIMO logs and turnover punch lists.
  • Common-area maintenance and safety checks with photo proof.

SFR & small portfolios

  • Simple resident records, vendor scheduling, and owner-ready PDFs.
  • Insurance claim documentation for storms or water events.

Commercial & facilities

  • Work orders with area/asset tags, SLAs, and recurring PM tasks.
  • Photo-backed reports for tenants, owners, and insurers.

HOAs & communities

  • Common-area issues, rule enforcement with photos, and vendor coordination.
  • Share links for boards and committees to review progress.

Manage properties in one connected thread

Units → inspections → work orders → photos → reports → invoices → payments — simple for field teams, clear for owners.

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Built for onsite and office

Capture in the field, organize by property and unit, export reports owners and boards read, and connect proof to billing. iOS, Android, and web.

Download on iOS Get it on Android Visit workfotos.com

Property Management CRM — FAQ

Can techs annotate photos during inspections?
Yes. Add arrows and text so issues are obvious without long explanations.
Can residents submit requests?
You can log requests, attach photos, and convert them into work orders with assignments and due dates.
Does it support vendors and subs?
Yes. Assign work, share access notes, track parts/labor, and keep proof in the same thread.
How do owner reports work?
Export branded PDFs or share read-only links filtered by unit/date — perfect backup for statements.
What about payments?
Send invoices with a secure payment link. Collect deposits, progress, or T&M and attach photo proof.
Does it work offline?
Capture photos and notes without signal and sync later. Timestamps and structure are preserved.