Outproduce
AI EmployeeBook a call

For managing agents and property directors running lettings, block or commercial portfolios.

Why do tenants chase? Because the maintenance job, the contractor reply and the tenancy record never meet.

Enquiries, maintenance reports, contractor updates and tenancy paperwork arrive through several channels. Outproduce installs the path from the reported issue through contractor instruction into a closed job with the tenancy record updated, plus tenancy progression, compliance certificate tracking and arrears follow up. Instructions that commit spend and anything sent to a landlord wait for a named manager.

Book a callSee the workflows
  • Property management system
  • Inbox
  • Maintenance job log
  • Accounting software
  • Document store

By hand today

What your team does by hand, and what we build.

You do this by hand

A property manager reads the tenant message, decides it is a repair, and raises a job by hand.

We build this

A maintenance intake path that reads the report, links it to the tenancy and property, and prepares the job with a category.

What changes

Reports become jobs against the right property without retyping.

You do this by hand

Contractors are instructed by email and chased for updates individually.

We build this

A contractor instruction and update path that records the instruction, the quote and the status against the job.

What changes

Job state lives on the record, so chasing becomes an exception rather than a routine.

You do this by hand

Tenancy progression is tracked in a spreadsheet of referencing, deposits and signatures.

We build this

A progression path that holds each pre tenancy requirement on the tenancy record with an owner and a state.

What changes

Move in readiness is visible without a manual spreadsheet review.

You do this by hand

Compliance certificates are tracked by whoever remembers the expiry dates.

We build this

A certificate register built from the property records, with renewals raised and instructions prepared.

What changes

Expiring certificates are a queue, not a surprise.

You do this by hand

Arrears chasing is done from a report read manually.

We build this

An arrears path that reads the ledger, prepares the next contact step, and escalates by the agreed sequence.

What changes

Arrears follow a consistent sequence with the record of contact attached.

Property management is high volume, low value per task, and almost entirely handovers. The cost is not in the individual job but in the constant re reading of messages to work out what state something is in.

Landlords and tenants both expect to be told where a job stands. That is only cheap to provide when the job state is a record rather than a thread.

Lifecycle

Where the system runs and where a person decides.

Typical lifecycle in this sector
  1. 1Issue reported by a tenant
  2. 2Report linked to the property and tenancyAutomated
  3. 3Job prepared with a category and access needsAutomated
  4. 4Manager approves spend and instructs the contractorHuman approvalCommitting money waits here.
  5. 5Contractor updates recorded against the jobAutomated
  6. 6Tenant kept informed from the job stateAutomated
  7. 7Completion evidence checked and invoice matchedAutomated
  8. 8Landlord report releasedHuman approval

Workflows

The workflows we install first.

Each one names the manual version, the installed version, and the approval point that stays with a person. Figures show sample records, never client data.

01

Report to instructed job

The tenant report is matched to the property and tenancy, categorised, and prepared as a job. Spend approval and instruction stay with the manager.

Expected impactExpected impact: repairs start sooner, and jobs stop living in message threads.
Illustrative ladder from report to instructionIllustrative
  1. Report read and matchedLinked to the tenancy, property and any open job on the same issue.
    Automated
  2. Category and access preparedTrade, urgency and access requirement set from the report.
    Automated
  3. Manager approves the spendNamed approval against the job before any instruction.
    Human approval
  4. Above the agreed limitHeld for landlord authority with the quote attached.
    Escalated
02

Contractor instruction to completion

Instruction, quote, attendance and completion evidence are recorded against the job, and the invoice is matched to what was approved.

Expected impactExpected impact: fewer unexplained invoices and a clear completion trail.
Illustrative job record states · Illustrative
StageWhat is recordedWhat stops the job
InstructedContractor, scope and approved valueNo approval on file
AttendedVisit note and any further work neededFurther work beyond the approved value
CompletedEvidence and tenant confirmationEvidence missing
InvoicedInvoice matched to the approved valueVariance against approval
03

Tenancy progression to move in

Referencing, deposit, agreement and compliance items each sit on the tenancy record with an owner and a state. Signing and release of keys stay human.

Expected impactExpected impact: move in readiness is visible without a manual checklist review.
Illustrative trace of a tenancy progressionIllustrative
  1. 01
    Offer accepted

    Tenancy record created with required items set.

    Automated
  2. 02
    Referencing returned

    Result attached and the item closed or raised.

    Automated
  3. 03
    Adverse result

    Held for the lettings manager and the landlord decision.

    Escalated
  4. 04
    Agreement issued and signed

    Released by a named manager.

    Human approval
  5. 05
    Move in cleared

    All items complete and recorded on the tenancy.

    Automated
04

Compliance register and arrears sequence

Certificate expiries are held as a register with renewals raised, and arrears follow the agreed contact sequence with every attempt recorded.

Expected impactExpected impact: compliance gaps and arrears both become managed queues.
Illustrative comparison of recurring obligations
ObligationBy hand todayInside the installed path
Certificate expiryRemembered or found in a folderRegister entry with a renewal raised and an owner
Arrears contactRead from a printed reportNext step prepared from the ledger with contact history
Escalation to landlordAd hoc emailHeld for a named manager with the full record attached

Go live

How it reaches production in your firm.

  1. 01

    Fit Review on live jobs

    We follow reported issues through the desk and record every point where state has to be reconstructed.

    Free
  2. 02

    Operating Map

    The map names the property and tenancy records, the job states, the spend limits and every approval point.

    Paid, yours to keep
  3. 03

    Production Install on a scoped portfolio

    A chosen portfolio or landlord group goes live first, with an agreed acceptance test on real jobs.

    Human approves
  4. 04

    Managed operation or handover

    We run the exception queue with your team, or hand the documented system to a named owner.

    Monitored

What we measure

Baseline first, then the delta.

We record each of these before anything switches on, so the result is measured against your numbers, not a benchmark.

first builds: report to instructed job · contractor update and invoice matching · compliance register and renewal queue

Related

Questions from real estate and property management.

Can it instruct contractors by itself?

Only within limits you set in writing, and anything that commits spend above the agreed limit waits for a named manager.

Does it replace our property management system?

No. That system stays the record, and the installed path runs inside it.

Other sectors

Start here

Show us the workflow.

Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.

Book a 20-minute callOr send it in writing
Strong fit

The workflow repeats

One person owns the result

The records exist

Several tools carry the work