Tapi - Property Maintenance Coordination for Letting Agents

The maintenance coordination problem

Maintenance is the biggest drain on property manager time - and the biggest source of landlord dissatisfaction when it runs slowly.

Every repair job requires the same sequence: tenant reports the issue, property manager gathers the details, contacts a contractor, waits for a quote, gets landlord approval, updates the tenant, confirms the booking, chases the contractor, and updates the landlord on completion. Phone calls, emails, texts - all for a single leaking tap.

Tenants report maintenance without enough detail

A call or text saying the boiler is not working tells your team almost nothing. Is it not firing at all? Is it showing an error code? When was it last serviced? Without the right information upfront, your property manager calls the tenant back, calls the contractor, then calls the tenant again. Every repair starts with a conversation that should not need to happen.

Contractors are briefed differently every time

When a contractor receives a job by text or email, the scope is rarely clear. They arrive without the right parts, the access arrangements are wrong, or the issue turns out to be something completely different. Failed visits waste everyone's time and push completion dates out - which means more landlord calls and more tenant dissatisfaction.

Landlords have no visibility until something goes wrong

Most landlords only hear about maintenance when it has become a problem - a job that has been open for three weeks, a contractor who never turned up, a cost that arrived without warning. By the time you are updating them, you are managing a complaint rather than building a relationship. Regular, automatic updates are the difference between a landlord who trusts you and one who is looking for a new agent.

Your property managers cannot see what is open across the portfolio

When maintenance is managed through a mix of phone calls, emails, WhatsApp threads and CRM notes, no one has a clear picture of what is outstanding. Jobs fall through the gaps. Contractors go quiet. Tenants call the office because nothing has happened in a fortnight. The work is not tracked - it is remembered, imperfectly, by busy people.

How Tapi works for letting agents

AI-assisted reporting, contractor briefing, landlord updates, and job tracking - all without your team making a single phone call per repair.

Tapi is a maintenance coordination platform that works through the tools everyone already uses: QR codes, web browsers, and email. Tenants do not need to download an app. Contractors do not need to register for a portal. Your property managers have a live dashboard of every job across the portfolio.

1

AI-assisted tenant repair reporting

Tenants scan a QR code - available on a fridge or dishwasher magnet provided by Tapi - and are guided through reporting their repair by an AI chat system. The AI asks the right questions to capture everything a contractor needs: location, symptoms, urgency, photos, and access details. No follow-up calls needed from your team.

2

24/7 tenant concierge - no after-hours calls

50% of repairs and maintenance are logged after hours via the Tapi concierge. Urgent issues are flagged based on your agency's defined criteria and alerts are sent to your team at a time you control. Tenants get an immediate response. Your property managers sleep without their phones.

3

Contractor briefing via email only

Contractors receive a complete briefing - photos, scope, access details, and quote request - via email. They do not need to sign up for a portal, download an app, or call your office. Your preferred contractors remain on your private list - their details are not shared with other agencies using Tapi.

4

Landlord quote approval by email

Quotes, photos, and property manager notes are sent to landlords in a single packaged email. Landlords click to approve from their inbox. Any other pending quotes are automatically notified when one is accepted. No portal login, no back-and-forth - just a clear approval action.

5

Full portfolio job visibility

Your property managers see every open job across the portfolio in one dashboard - including individual turnaround times, overdue jobs, and any contractor delays. No more relying on memory or email search to know what is outstanding. The data is there when a landlord calls asking for an update.

6

Asset management and repair data

Tapi Asset Manager gives property managers the data to advise landlords on repair versus replacement decisions - average repair and replacement costs, asset make and model, and full maintenance history. Preventative maintenance is easier when you have the data to support the recommendation.

The agent journey

From tenant report to landlord-approved contractor completion - without a single phone call from your team.

Tapi is designed to work in the background. Your team approves decisions rather than chasing information. Tenants, contractors and landlords all receive what they need, when they need it, automatically.

1

Tenant scans QR code and reports the repair

Tapi provides QR code labels for each property - tenants scan and are guided through reporting by the AI concierge. The repair is logged with everything your team needs: location, description, urgency, photos, and access information.

2

Your team reviews and assigns a contractor

The repair appears in your Tapi dashboard with full details. You select from your preferred contractor list and send a briefing email. Tapi formats the job clearly for the contractor, including all photos and access details, so their first visit has everything they need.

3

Contractor quotes and landlord approves

Contractor quotes arrive in Tapi and are forwarded to the landlord in a packaged email with photos and notes. The landlord approves with one click from their inbox. Any other contractors who quoted are notified automatically. No chasing, no coordination calls.

4

Job is completed and documented

The contractor completes the job and uploads completion notes and photos. Your dashboard updates automatically. The landlord receives confirmation. The tenant receives an update. Your property manager has a full audit trail without entering anything manually.

5

Portfolio-wide visibility in real time

Every open job, every overdue repair, every contractor response time is visible in your Tapi dashboard. Landlord review meetings are easy when you can show the repair history for every property. Your team spends less time on maintenance coordination and more on portfolio growth.

The Kerfuffle & CTP member offer

Kerfuffle members get a named contact, prioritised setup and commercial terms reviewed before any commitment.

Tapi works with Kerfuffle to give CTP members a structured onboarding route. Your Kerfuffle AM is involved from the first conversation, reviews the pricing with you, and supports the setup process - including how Tapi integrates with your existing property management system.

What Kerfuffle members get

Named Kerfuffle account manager throughout
Commercial terms reviewed before you commit
Integration support with your property management system
QR code setup for each property in your portfolio
Propertymark Industry Supplier - vetted and trusted

Member route

Current maintenance approach

Phone, email, manual tracking

Kerfuffle & CTP member route

Structured onboarding

Pricing and integration reviewed before you commit

Tapi pricing, integration options, and onboarding timeline are all reviewed with your Kerfuffle AM before you are asked to commit. The setup process is designed to be straightforward for a busy letting team - including the QR code rollout across your managed properties.

Claim the member offer

Live demo - open to all Kerfuffle & CTP members

See Tapi in action - from tenant report to completed repair, in thirty minutes.

A walkthrough of the full Tapi platform: the tenant reporting experience, how the AI concierge works, what the contractor briefing looks like, how landlord approvals are handled, and what the property manager dashboard shows across a live portfolio.

Maintenance coordination without phone calls - Tapi for letting agents

See exactly how Tapi changes the maintenance workflow for a busy letting agency - from the first tenant report through contractor briefing, landlord approval, and job completion. Bring your current maintenance volume and the Tapi team will walk through what the platform would look like for your portfolio on the call.

TP

Tapi Agent Partnerships team

Tapi - Property maintenance coordination for UK letting agents

Book the demo

Tapi has really streamlined our maintenance process. It has enhanced our landlord conversations and relationships - everybody is kept up to date as the process moves along. It stops the extra phone calls, the extra frustrations and angst. The increased visibility, efficiency and service offering has been a real step change for our team.

Tapi Agency Partner Property management agency - UK letting team

Frequently asked questions

Questions letting agents ask before getting started with Tapi.

Do tenants or contractors need to download an app?

No. Tapi is designed to work through the tools everyone already uses. Tenants report repairs by scanning a QR code and using a web browser - no app required. Contractors receive and respond to jobs entirely via email - no portal registration, no app to install. Landlords approve quotes and receive updates via their email inbox. Your team uses the Tapi web dashboard. The platform is designed to be invisible, working in the background through familiar tools.

How does the AI repair reporting actually work?

When a tenant scans the Tapi QR code, they are guided through describing their repair by an AI chat system that asks the questions an experienced property manager would ask: what is the issue, where is it in the property, when did it start, how urgent is it, are there photos available, and what are the access arrangements. The AI workflow is designed so that all necessary information to brief a contractor is captured in one session - removing the need for your team to call the tenant back to gather missing details.

How are our preferred contractors protected?

Your contractor list is private to your agency. Contractor details are not shared with other agencies using Tapi. When you assign a job to a contractor, they receive a clear email briefing with all the information they need. The relationship between your agency and your contractors is preserved - Tapi improves the briefing and communication process without inserting itself between you and your preferred trades network.

What does the landlord experience look like?

Landlords receive quotes, photos, and property manager notes in a single packaged email. They approve with one click from their inbox. When they approve one quote, any other contractors who quoted are automatically notified - your team does not need to make those calls. Landlords also receive completion updates automatically when jobs are finished. The experience is designed to give landlords confidence that maintenance is being handled proactively, without requiring them to learn a new system.

What does the property manager dashboard show?

The Tapi dashboard gives property managers complete visibility of every open maintenance job across the portfolio. This includes the current status of each job, how long it has been open, contractor response times, jobs that are overdue, and individual performance data. When a landlord calls asking about their property, your team can pull up the full maintenance history and current status immediately - without searching through emails or calling the contractor for an update.

Does Tapi integrate with property management CRM systems?

Yes. Tapi integrates with leading property management systems, syncing job data between platforms so your team does not need to enter maintenance information twice. Specific integration options are confirmed during onboarding - your Kerfuffle AM can advise on compatibility with your current system before you commit to anything.

How does after-hours emergency reporting work?

50% of repairs logged through Tapi come in after hours. The AI concierge handles the initial report and triages urgency based on your agency's defined criteria. Urgent issues trigger alerts to your team based on your own out-of-hours preferences - so genuine emergencies reach the right person at the right time, while routine repairs queue for the next working day. Your team is not fielding out-of-hours calls for non-urgent issues.

How do we get started as Kerfuffle members?

Use the member offer button on this page. You will be connected to Tapi via the Kerfuffle partnership, with your Kerfuffle AM reviewing the pricing and integration options with you before you commit. The Tapi team will handle the onboarding process including QR code setup for your properties. The whole process is designed to be straightforward for a busy letting team.

Why maintenance coordination matters for your agency

The letting agencies that automate maintenance coordination keep more landlords, grow their portfolios faster, and retain property managers who are not burning out.

Tapi was founded in 2016 and now powers maintenance for over 450,000 properties. The platform has been adopted by leading property management companies across the UK and internationally as a platform that genuinely changes the daily workload of property managers. With a 5.0 Kerfuffle rating, it is one of the highest-rated maintenance tools in the UK letting sector.

5.0

Kerfuffle rating - maximum score from UK agents

450,000+

Properties managed on Tapi

50%

Of repairs logged after hours via AI concierge

75%

Of PM time typically spent on maintenance tasks

Pays You Back — Not Yet On Platform

Tapi is not on PropTech That Pays Back yet.

PropTech That Pays Back is the Kerfuffle initiative that rewards estate agents with kredits when they actually use what they have bought - not just when they sign the contract. Tapi is not on the platform presently. Register your interest below if you would like to see them added.

Register your interest in a demo → Browse suppliers that pay back →

Property maintenance is where landlord relationships are won or lost - and most agencies are still managing it by phone and email. Tapi coordinates every repair from first report to completion without your team chasing anyone.