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Maintenance Automation

Property Maintenance Management — Fully Automated

From the moment a tenant sends a WhatsApp message to the moment the tradesperson closes the job, Maktabi handles every step automatically. No chasing. No missed requests. No manual coordination.

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70%
Less manual coordination
< 2 min
To route & assign a ticket
100%
Landlord-approved jobs, digitally

Process

How It Works — End to End

Every maintenance request follows a fully automated lifecycle, from submission to closure.

  1. 01

    Tenant Submits via WhatsApp

    The tenant sends a maintenance request via WhatsApp — no app download, no portal registration. They receive an instant confirmation message with their ticket reference.

  2. 02

    System Routes to Responsible Party

    Maktabi reads the ticket and determines responsibility automatically — agency or landlord. If the unit has a default tradesperson assigned, the ticket is dispatched immediately.

  3. 03

    AI Cost Estimate Generated

    The system analyses historical tickets for the same unit, property, and job type to generate an intelligent cost range with a confidence score — powered by your own data.

  4. 04

    Landlord Approves via WhatsApp Link

    If landlord approval is required, a Zoho-generated estimate PDF is sent to the landlord's WhatsApp. They click approve or reject — no login required, one tap from their phone.

  5. 05

    Tradesperson Notified Automatically

    Once approved, the assigned tradesperson receives full job details via WhatsApp — unit, description, and any media the tenant attached. They can begin work immediately.

  6. 06

    SLA Tracking & Escalation

    Response and resolution timers start automatically. If a deadline is missed, the system escalates by WhatsApp to the tradesperson, agency manager, or landlord based on your escalation policy.

Routing

Agency vs. Landlord — Handled Automatically

Maktabi knows the difference. Every job is routed to the correct party without a single manual decision.

Agency Responsibility

When the job falls under agency management, tickets are queued in the agency dashboard and tradespeople are notified directly. The agency controls assignment and invoicing.

  • Tickets appear in agency dashboard
  • Default tradesperson auto-assigned if configured
  • Agency managers notified by WhatsApp
  • SLA tracked against agency targets

Landlord Responsibility

When the landlord bears the cost, Maktabi sends them an estimate for approval before any work begins. The entire approval process happens on WhatsApp — no portal access needed.

  • AI cost estimate generated from history
  • Zoho Books estimate PDF sent via WhatsApp
  • Landlord approves or rejects in one tap
  • Tradesperson notified only after approval

Capabilities

Everything Included — Nothing Extra to Configure

Maktabi's maintenance module is built for Saudi property management — bilingual, WhatsApp-native, and integrated with Zoho Books.

WhatsApp-Native Ticket Submission

Tenants submit maintenance requests through the WhatsApp number they already have. No new account. No new app. Instant confirmation sent back.

Automatic Responsibility Routing

The system determines instantly whether a job is the agency's or landlord's responsibility. Each party is notified through the right channel at the right time.

AI-Powered Cost Estimation

Historical maintenance data from your portfolio generates a cost range and confidence score for each new ticket. Helps agencies quote accurately and landlords approve faster.

Landlord One-Click Approval

A Zoho Books estimate PDF is generated automatically and sent to the landlord via WhatsApp. Approve or reject with a single tap — no portal login required.

Tradesperson Assignment & Notification

Labour (tradespeople) are registered in the system with their profession and WhatsApp number. On approval, they receive job details instantly. Units can have a default tradesperson for zero-delay dispatch.

SLA Engine with Auto-Escalation

Set response and resolution targets per job type. The SLA timer starts at assignment. Missed deadlines trigger automatic WhatsApp escalations to the right people, in Arabic or English.

Media & Evidence Capture

Tenants can attach photos or videos with their request. The system stores these with the ticket, providing visual context for the tradesperson and a record for the landlord's approval.

Weekly Digest Reports

Agencies receive a weekly WhatsApp and email digest showing open tickets, SLA performance, resolution times, and outstanding approvals — no manual reporting needed.

Maintenance Invoicing via Zoho

Completed jobs can be invoiced directly through Zoho Books integration. Estimates become invoices, keeping your accounting clean and landlord billing accurate.

Outcomes

The Numbers Behind the Automation

Real outcomes for Saudi property management agencies using Maktabi.

70%
Reduction in manual maintenance coordination
< 2 min
Average ticket routing time after submission
0
App downloads required for tenants or landlords
100%
Landlord approvals handled digitally, not by phone

Ready to Automate Your Property Maintenance?

Join agencies across Saudi Arabia who have eliminated manual maintenance coordination with Maktabi.

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Frequently Asked Questions

Common questions about Maktabi's property maintenance management system.

How do tenants submit maintenance requests?
Tenants send a message to the agency's WhatsApp number describing the issue. They can also attach photos or videos. The system creates a ticket automatically and sends the tenant an instant confirmation with their ticket reference number. No app or portal login is required.
Does the landlord need to create an account to approve jobs?
No. Landlords receive a WhatsApp message with a secure link unique to each job. Opening the link shows them the ticket details, attached photos, and the AI-generated cost estimate PDF. They tap "Approve" or "Reject" — done. No account, no login, no app.
How does the AI cost estimate work?
When a ticket is created, the system searches your portfolio's historical tickets for similar jobs on the same unit, same property, or with similar keywords. It calculates an average cost range and a confidence score (higher with more historical data). The estimate is attached to the landlord approval request as a Zoho Books PDF.
What happens if a tradesperson misses the SLA deadline?
Maktabi's SLA engine tracks response and resolution timers from the moment a ticket is assigned. If a deadline is approaching or missed, the system automatically sends WhatsApp escalation messages to the assigned tradesperson, the agency manager, agency admin, and/or landlord — following your configured escalation policy.
Can a unit have a default tradesperson?
Yes. You can assign a default tradesperson (Labour) to any unit. When a ticket is created for that unit, the tradesperson is assigned and notified automatically — no human intervention required. This is ideal for properties with a dedicated maintenance contractor.
Is the maintenance module included in the free plan?
Maintenance management is available on paid plans. Contact us to learn which plan is right for your portfolio size.