Small landlords & PMs hub · By James Grokman, CEO, TapeAndFloat · Published October 25, 2026 · Updated October 25, 2026

Managing maintenance requests and vendor work orders for small landlords

A maintenance work order is a written instruction to a vendor: which unit, what problem, who to contact, a price limit and a due date. Logging every request matters because in Texas a landlord must make a diligent effort to repair conditions that materially affect health or safety after the tenant gives notice (Property Code § 92.052).

Not legal advice. General information for small-office staff, current as of October 25, 2026. Texas statutes are cited as examples; your state and your contracts control the details.

1. One intake, every channel

Requests arrive by text, email, voicemail and the hallway. Log each one with date received, unit, tenant, problem, photos and urgency (emergency, 24-48 hours, routine).

2. Turn it into a work order

WO-118 | Unit 4B | Leak under kitchen sink
Tenant: J. Smith, (555) 010-0000, OK to enter with notice
Not-to-exceed: $300 without a call | Due: within 2 days
Vendor: ABC Plumbing | Send photos before/after with invoice

3. Follow up until closed

• Vendor confirmed a time?
• Tenant told the time?
• Work done and photos in?
• Invoice matches the work order?
• Tenant confirmed it is fixed?

4. Review weekly

Sort open work orders by age. Anything open longer than its due date gets a call today.

Where an assistant helps

TapeAndFloat turns forwarded requests into rows in your Sheet, drafts work orders and vendor follow-ups, and lists everything open past due each morning.

Free 60-day pilot: forward your job emails to the assistant, keep working in your own Sheet, and get a short daily list of what is slipping. No new app, no card. Request a pilot spot.

More guides

• Tenant communication for small landlords: templates that cut the follow-up calls
• Unit turnover checklist for small property managers
• Collecting and tracking vendor COIs and invoices for small landlords
• AppFolio and Buildium alternatives for small landlords

Frequently asked questions

What should a maintenance work order include?

Unit, problem description, tenant contact and entry permission, a not-to-exceed amount, a due date and what the vendor must send back (photos, invoice).

How fast must a Texas landlord make repairs?

Property Code § 92.056 presumes 7 days is a reasonable time in many cases after proper notice, but it depends on the condition. Emergencies need same-day action.

Do I need maintenance software?

Not for a small portfolio; a log in a Sheet works if it is kept current.

Can TapeAndFloat dispatch vendors?

It drafts the work order and messages; you approve and send.