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Can You Walk Me Through MoveZen’s Approach to Managing Maintenance Requests, From Initial Notification to Processing Vendor Payments?

Maintenance management isn’t just about fixing things it’s about triage, communication, authorization, quality control, and compliant payment handling.

Audience: property owners who want a clear, end-to-end understanding of how maintenance requests are handled operationally and financially.

MoveZen follows a structured workflow to keep properties safe, tenants satisfied, and owner funds protected.

Here’s the full lifecycle.

FAQs ❓

Are all maintenance requests treated the same?
No. Requests are prioritized based on urgency, safety, and habitability.

Do owners approve every repair?
Not always. Authorization depends on severity, lease terms, and approval thresholds.

How are vendors selected?
Based on licensing, reliability, pricing, and scope of work.

When are vendors paid?
Only after work is completed, invoiced, reviewed, and funded.

Step-by-Step: The Maintenance Workflow ✔️

1. Maintenance Request Is Submitted 📨

Requests typically come from:

  • Tenant portal submissions

  • Emergency notifications

  • Routine inspections

Requests are logged and time-stamped for tracking.

2. Issue Is Reviewed and Triaged ⚠️

Each request is evaluated to determine:

  • Emergency vs. non-emergency

  • Health or safety risk

  • Property damage risk

  • Urgency level

Emergencies are addressed immediately.

3. Authorization Is Confirmed 🔍

Depending on the situation:

  • Pre-approved repairs proceed automatically

  • Owner approval may be requested

  • Lease-based authorization thresholds apply

This avoids unnecessary delays while protecting owner control.

4. Vendor Is Assigned 🛠️

MoveZen assigns a vendor based on:

  • Scope of work

  • Availability

  • Cost efficiency

  • Licensing and insurance

Owners may request preferred vendors in advance.

5. Repair Is Completed ✅

The vendor:

  • Completes the authorized work

  • Documents completion

  • Restores habitability or functionality

Tenants are notified when applicable.

6. Invoice Is Submitted and Reviewed 🧾

Before payment:

  • Invoice is checked against scope

  • Pricing is verified

  • Authorization is confirmed

This step prevents billing errors and duplicates.

7. Funds Are Verified 💰

Before payment:

  • Trust balance is reviewed

  • Funds must be available and cleared

  • Owner contributions may be requested if needed

Trust rules prohibit deficit spending.

8. Vendor Is Paid 📤

Once all checks are complete:

  • Payment is issued to the vendor

  • Expense is posted to the property ledger

  • Owner statements update accordingly

How Owners See This Process 📄

Owners can track:

  • Repair charges on statements

  • Vendor names and costs

  • Timing of expenses

Why This Process Matters ⚖️

This structured approach:

  • Protects owner funds

  • Ensures legal compliance

  • Maintains property condition

  • Prevents rushed or unauthorized repairs

It balances speed with accountability.

Common Owner Questions 🤔

“Why did this take a few days?”
Because proper authorization and invoice review were required.

“Why do I need to fund this repair?”
Because trust rules require available funds before payment.

A Helpful Owner Perspective 💡

Maintenance works best when owners think:

“System first, speed second.”

That mindset leads to fewer surprises and better outcomes.