Workflow Software for Property Management Teams
The same 15 request types. Every week. Forever. Maintenance, move-ins, move-outs, vendor work orders — define each workflow once and stop reinventing it every time.
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Property Management Runs on Repeatable Requests
Your team handles the same types of requests week after week. The work isn't unpredictable — the way it gets handled is.
The core problem
A maintenance request comes in Monday via text. Tuesday it's an email. Wednesday a tenant calls. Each one arrives differently, gets handled differently, and has no consistent record of what happened or who was responsible. The work isn't hard — the lack of structure is.
Property management teams deal with a predictable set of request types: maintenance issues, lease renewals, move-in/move-out coordination, vendor work orders, tenant complaints, parking requests, amenity bookings. The requests are known. The steps to resolve them are known. But most teams handle each one ad hoc, every time.
When a maintenance request arrives, does everyone on your team handle it the same way? When a tenant moves out, does every step reliably get completed — the inspection, the deposit reconciliation, the key return, the unit prep — or does something fall through depending on who's managing it that week?
Everstep lets you define each request type as a service with a structured intake form, an ordered workflow, and team ownership. You define it once. Every request of that type follows the same path.
Request Types Your Team Handles Every Week
If your team handles it repeatedly, it should be a defined service with a consistent workflow.
Maintenance Request
Structured intake captures unit, issue type, urgency, and access permissions. Routes to the right vendor or maintenance team automatically.
Move-Out Coordination
Checklist-driven workflow covers notice acknowledgement, inspection scheduling, deposit reconciliation, key return, and unit prep — in sequence.
Move-In Onboarding
Coordinates unit readiness, lease signing, key handoff, and welcome materials. Every step tracked and assigned to the right team member.
Vendor Work Order
Intake captures the property, scope of work, and required access. Includes approval step before vendor is dispatched and sign-off after completion.
Lease Renewal
Workflow covers renewal notice, tenant response, updated lease preparation, signing, and file update — with deadlines tracked at each step.
Tenant Complaint
Structured intake captures the complaint type and affected unit. Routes to the right team with a defined response and resolution workflow.
Access Request
Common areas, parking, amenities, storage units. Intake collects the request, approval routes to management, and access is confirmed and logged.
Unit Inspection
Move-in, move-out, or routine inspection workflows with defined checklists, photo documentation requirements, and follow-up task assignment.
Tenant Notice
Policy violations, lease non-compliance, or community updates. Structured intake, required documentation, and delivery confirmation tracked end to end.
Give Your Vendor a Work Board, Not a Login
Contractors and vendors are part of almost every property management workflow. Everstep keeps them in the loop without giving them access to everything else.
When a task requires outside help — a plumber, an electrician, a landscaping crew — share a private work board link directly from the ticket. The vendor gets their own Kanban board scoped to that task only. They add sub-tasks, track progress, log costs, and mark work complete. Your team sees every update in the ticket history. The link expires automatically when the ticket closes.
No account required
The vendor accesses their board through a private link. No signup, no seat, no access to your other tickets or team data.
Scoped to one task
The board is tied to a single task on a single ticket. The vendor sees exactly what they need to do — nothing more.
Cost tracking built in
Vendors can attach a cost to each line item on their board. Your team sees the running total without chasing a separate invoice.
Audit trail included
Every action the vendor takes — adding tasks, moving status, completing work — is logged in the ticket history under their name.
Request Types Your Team Handles Once a Year
Infrequent doesn't mean unimportant. These are the requests where a missing step or forgotten detail causes the most damage — because nobody remembers the last time they ran the process.
Why this matters
When a process runs twice a year, tribal knowledge evaporates between cycles. The team member who handled it last time may be gone. The person handling it now guesses. Everstep preserves the workflow so it runs the same way every time — regardless of who's on the team.
Capital Improvement Project
Roof replacement, HVAC upgrades, parking lot resurfacing. Intake captures scope, budget authorization, and vendor selection. Workflow tracks approvals, scheduling, completion sign-off, and warranty filing.
Annual Property Inspection
Regulatory or insurance-required inspections with a defined checklist, scheduling workflow, report filing, and any remediation tasks generated from findings.
Insurance Renewal
Annual policy review, documentation gathering, broker coordination, and coverage update. The steps are the same every year — the workflow remembers them so you don't have to.
Seasonal Maintenance Cycle
Spring and fall walkthroughs, HVAC servicing, winterization, landscaping changeover. Defined checklists assigned to the right vendors and staff, triggered on schedule.
Eviction Process
A high-stakes, low-frequency process where a missed step has legal consequences. Workflow enforces the required sequence: notices, cure periods, documentation, legal coordination, and possession.
Staff Offboarding
When a property manager or maintenance tech leaves, access to units, lockboxes, and systems must be revoked. A defined checklist ensures nothing is missed between cycles.
How Everstep Works for Property Teams
Define your service request types once. Every request that follows runs through the same structured workflow.
Define your service catalog
Add each request type your team handles — maintenance, move-out, vendor work orders — as a service. Each service gets a name, a description, and an intake form that collects only what's needed to start the work.
Build the workflow for each service
Map out the steps required to complete each request type. A move-out might have four steps: notice, inspection, deposit reconciliation, unit prep. Each step is assigned to a team, and steps can run sequentially or in parallel where appropriate.
Assign tasks within each step
Break each step into specific tasks — the concrete actions someone needs to complete. Tasks show who is responsible, what needs to be done, and when it's done. Progress is visible to everyone involved in the request.
Submit a ticket to start the workflow
When a request comes in, a ticket is created from the appropriate service. The intake form captures the details, the workflow starts, and the right team is notified. No routing decisions, no dropped steps, no tribal knowledge required.
Track progress and history end to end
Every ticket maintains a complete history — who did what, when, and what was said. No more wondering whether the inspection was scheduled or the deposit was reviewed. The record is always there.
Before and After Structured Workflows
The same maintenance request handled informally vs through a defined service produces very different outcomes.
Without structured workflows
The same request handled differently every time
- Request arrives via text, email, or phone call
- Missing information — unit number, issue type, access — chased down separately
- Assignment is informal — whoever picks it up
- Status is invisible unless the tenant follows up
- Steps get skipped depending on who's managing that week
- No audit trail when something goes wrong or is disputed
- New team members have to learn the process by watching others
With Everstep
Consistent handling every time, by everyone
- Request comes in through a defined form with all required fields
- All information captured at intake — no follow-up needed
- Routes automatically to the right team or vendor
- Status is visible to the team throughout
- Same workflow applied to every request of that type
- Full history on every ticket for reference and accountability
- New team members inherit the process, not tribal knowledge
See It in Action: Building a Maintenance Request Service
A quick walkthrough of how to configure a maintenance request service in Everstep from intake form to completed workflow.
Video coming soon
Why Property Teams Choose Everstep
Built for small to mid-sized operations teams, not enterprise IT departments.
Most workflow tools are built for software teams or enterprise IT. They assume a project backlog, a sprint cycle, or a dedicated admin to maintain the system. Property management teams don't work that way.
Everstep is built around services and requests — the way property management teams actually operate. You define the services your team provides, configure the intake forms and workflows, and assign ownership to teams. From that point on, every request of that type runs through the same structured path.
There's no per-seat pricing that penalizes you for adding staff. No implementation project. No dedicated admin required. A property manager can configure a working set of services in an afternoon, and the team has structure that informal coordination never provided.
Related reading
Learn more about the concepts behind how Everstep works.
Frequently Asked Questions
Can tenants submit requests directly through Everstep?
Yes. Everstep supports public-facing boards that let tenants submit requests without needing an account. You control which services appear on the board and what information is collected. Submitted requests flow into your team's queue as structured tickets, the same as any internal request.
How does Everstep handle vendor coordination?
Vendors can be assigned tasks within a ticket, and the workflow can include a review-and-approve step before work is dispatched and a sign-off step after completion. Every interaction is logged in the ticket history, giving you a complete record of what was authorized and when.
Can we track maintenance history per unit or property?
Tickets capture the property, unit, and all request details in structured fields defined by your intake form. You can filter and search your ticket history by those fields to see everything that's been submitted and resolved for a specific unit or property.
Is Everstep priced per user?
No. Everstep is priced per tenant (your organization), not per seat. Adding team members doesn't increase your cost. This makes it practical for property management teams that want staff, contractors, and managers all working in the same system without a per-user cost model.
How long does it take to set up?
Most property management teams can configure their first five services in a single afternoon. The intake forms, workflows, and team assignments are all configured through a straightforward admin interface — no implementation project or dedicated admin required.
Can I work with vendors without giving them a login?
Yes. Everstep lets you share a private work board link for a specific task. Vendors can update progress, add sub-tasks, and complete work without creating an account. They only see that task — nothing else in your system.
What can a vendor do from a shared work board?
Vendors can break work into steps, track progress, log updates, and mark tasks complete. Your team sees everything inside the ticket — keeping vendors inside the workflow without giving full system access.
Does this expose my system to vendors?
No. Vendor boards are scoped to a single task. Vendors cannot access other tickets, properties, or internal data. It’s a controlled collaboration surface — not a full login.