Tenant Maintenance Request Log and Dashboard
ResultEvery repair request tracked from report to fix, with a dashboard showing which issues are open and urgent.
A Google Sheets maintenance log for property managers that tracks every repair, flags overdue requests, and shows costs by building.
- Google Sheets
- Microsoft Excel
Sample project. This log uses 12 fictional maintenance requests across 3 fictional buildings. All names, vendors, and costs are made up.
The task
Property managers get repair requests every day: leaks, heating problems, broken appliances, and pests. When requests are spread across texts, calls, and emails, some get forgotten, tenants get frustrated, and small problems turn into expensive ones.
What I built
- Requests sheet: every request in one place, with the unit, tenant, issue, priority, vendor, status, completion date, and cost
- Automatic tracking: each priority has a target time (Emergency: 1 day, High: 3, Normal: 7, Low: 14). The sheet counts how long each request has been open and marks it overdue when it passes its target.
- Tenant updates: a column that flags tenants who haven't been told what's happening with their request
- Dashboard: open and overdue requests, average days to complete, repair costs by building, the most common problems, and a list of overdue requests that need attention now
The result
At a glance, the property manager sees 7 open requests, the 2 that are overdue (a ceiling leak and a pest problem), and 3 tenants who still need an update, so nothing falls through the cracks.
As your VA, I can log tenant requests, schedule vendors, update tenants, and keep a tracker like this current every day.
