No shared record
The lettings side, the maintenance side and the finance side each hold a different version of the truth, and reconciling them is a manual job somebody does at month end.
Run the whole property operation on one system.
Most property businesses do not run on software. They run on email threads, a shared drive, three spreadsheets and somebody’s memory. PBS Property replaces that with a single operational record, so a request becomes a task, a task leaves evidence, and every change is written to an audit trail you can actually produce.
The operational spine
- Request — a tenant reports a leak, a director asks for a figure
- Task — it becomes an owned, dated, prioritised item
- Action — a work order, a contractor, a payment, a decision
- Evidence — costs, documents, comments and dates against the record
- Audit — who changed what, when, and what it was before
The problem
Nothing is wrong with any single spreadsheet. The problem is that there are nine of them.
Property operations rarely fail because one tool is bad. They fail because the portfolio, the people, the repairs, the contractors, the deposits and the money each live somewhere different, and nothing joins them up.
No trail
When a dispute, an inspection or an audit arrives, the evidence has to be reassembled from inboxes. What was agreed, by whom, and when is a matter of recollection.
No control
Everyone can see everything, or nobody can see anything. There is no reliable way to give a contractor, a colleague or an owner exactly the access they should have and no more.
PBS Property
One system across the whole operation
Portfolio, people, maintenance, compliance-critical dates and money, held together by one permission model and one audit log.
Portfolio
Companies, buildings and units, with types, statuses and occupancy held as managed reference data rather than free text.
People and occupiers
Contacts, occupiers, households and tenancy links, with the business role each person holds against each entity.
Repairs
Reported issues with severity and category, progressed into work orders and assigned to contractors.
Contractors
Trades, documents and insurance status, so you know before you dispatch whether cover is current.
Tasks
Typed, prioritised and assigned work with comments, so a request never lives only in an inbox.
Deposits
Deposit cases with the statutory dates calculated from the actual received date, and events recorded as they happen.
Finance
Finance cases, transactions and payment allocations, so a payment is traceable to what it settled.
Audit
A full change history: the actor, the record, the old values, the new values and the screen it happened on.
Built for the awkward questions
“Who approved that, and when?”
That question is easy to ask and expensive to answer badly. PBS Property records the answer as work happens rather than asking someone to reconstruct it afterwards.
- Every create, update and deactivation is written to the audit log with the values before and after.
- Access is decided by role and by company, and enforced in the database itself, not only in the screens.
- Records are deactivated rather than destroyed, so history survives.
- Reference data is managed centrally, so the same thing is called the same thing everywhere.
Next step
See it against your own portfolio
The most useful first conversation is a short one: what you run, how many units, and where the work currently goes missing. If PBS Property is not the right fit we will say so.