A repair passes through too many hands

A tenant reports a leak. I forward it to a worker, the worker texts me a photo, and I copy the cost into my books later.

Every handoff loses something: the exact location, who went, what was spent, which part came from stock.

Half-finished records cost more than the repair

Here's a fictional example. A worker fixes a tap, spends ₮40,000 and uses one part already in stock.

  • The expense gets booked twice: once from the worker's message, once when the bank debit shows up.
  • The stocked part looks free: nobody records it, so inventory is wrong next month.
  • The other worker goes anyway: nobody told him it was done.
  • The leak returns: the old report was overwritten, so I can't see what was done.

One request, one report, one record

My workflow has two maintenance workers: a finisher and a technician. Nobody claims the job and I don't assign it. Spending doesn't wait for my approval.

  1. Send it to both workers. Each request carries the location (unit, corridor or shared area), a clear description and any useful photos. I get a Telegram notification at the same time.
  2. Urgent means a phone call first. The tenant calls me, then I tell the agent. A message sitting in a queue doesn't replace that call.
  3. The worker who does the job reports back. Completion photos, cash costs, stock used and anything still unresolved.
  4. The agent checks before closing. Incomplete evidence keeps the request open for my follow-up. Complete evidence closes it, and the other worker is told it's finished.
  5. Record the cost once. The ₮40,000 is logged as one expense. When the matching bank debit appears, it's linked to that expense, not booked again.
  6. Stock is used, not bought. A stocked part reduces inventory without creating another cash purchase. If its recorded cost is missing, the gap is shown, not treated as free.
  7. Corrections stay visible. A reopened job keeps the earlier report beside the correction. A retried save checks what's recorded before adding an expense or reducing stock again.

One job. One expense record. A clear account of the materials used.

The worker's report and the later bank debit, both ₮40,000, link to one expense record instead of two; the stocked cartridge reduces inventory without a purchase.
The report and the bank debit are one expense. The stocked part is used, not bought.

I see what's done, what it cost and what's open

Move-out repairs use the same flow. Jobs are created after the employee and tenant sign the inspection, and the workers report the actual completed costs.

Then I choose which costs, if any, belong in the tenant's settlement. That decision stays with me. A repair expense alone doesn't decide a deposit deduction.

This is the maintenance workflow I'm building, and the examples are fictional. Worker access, notifications and real job updates still need to be tested together.