Features
Everything FixDocket does, from first report to sign-off
FixDocket takes a repair from the moment a tenant reports it to the moment a named member of your team signs off the invoice, and keeps the whole story as a record you can show to anyone. This page lists what it does, and what it deliberately does not.
A repair, start to finish
- The tenant reports the fault from their flat's QR code or link, with photos.
- Your team triages it: assign it, mark it as a duplicate, or send it to a contractor.
- The contractor completes it through a secure job link: completion photos, invoice and figure.
- A named person signs off the amount. The job closes and the history is kept.
Only your own team has accounts. Tenants, contractors and landlords use a code or a link on their phone.
Tenant reporting
- A QR code and link for every flat. Print the code for the tenant pack, the noticeboard or the inside of the front door, or email the link once. The form opens headed with the building and flat, so every report arrives attached to the right place.
- No app, no account, no password. The tenant describes the fault and adds photos in their phone's browser.
- Fast on a weak signal. The report form is plain HTML with no framework.
- Phone calls count too. If a tenant rings, your team logs the report in seconds and it joins the same record.
- Protected against spam with rate limiting, a Cloudflare Turnstile check and a hidden honeypot field, without asking tenants to prove who they are.
More on tenant repair reporting
Triage and assignment
New reports appear in your console the moment they are sent, with an email to your team. From there you can assign the job, mark repeat reports as duplicates of one job (useful when three flats report the same leak), or send it straight to a contractor.
Contractor job links
- One secure link, one job. The contractor sees the fault as reported, the tenant's photos and the history so far.
- They report back on the link. Completion photos straight from their phone, plus the invoice and the figure.
- No onboarding. A contractor you have never used before can start from the link alone.
- Scoped and time-limited. A link opens that one job and nothing else, and expires after 30 days. Every use is written to the job's history.
Sign-off
When the invoice is in, a named member of your team approves the amount, and the time of approval is recorded. Then the job closes. FixDocket records the approval; your own accounting system pays the contractor.
The repair record
Every repair keeps a history of events: reported, assigned, photo added, invoice uploaded, approved. Each event names who did it (staff, tenant, contractor, landlord or the system) and when.
The history is append-only. Nobody can silently edit or remove an entry, including you and us. A correction is a new entry, and the old one stays. When data has to go, an authorised manager deletes the complete record for a job, a flat or a building, photos included, in line with your retention policy.
More on the repair audit trail
Seeing what has stalled
- Stalled view: open jobs that have sat at one stage too long, the furthest past first. The job list shows what came in; the stalled view shows what is going wrong.
- Building view: for each building, what is open, what has stalled, what has been signed off and spent, and which flats keep coming back with the same problem.
- Communal areas: add the roof, the lift or the entrance hall as units of their own, so communal repairs have their own history.
Keeping landlords and directors informed
Share a job through a link that lasts 90 days. The landlord, freeholder or director sees the reported issue, the history, the photos, the invoice and who approved it. They do not need an account, and nobody has to forward an email chain.
Exports
- PDF of any repair: report, timeline, photos, invoice and sign-off in one document, for a deposit dispute, a landlord, an insurer or an auditor.
- CSV of the job list, with your filters applied, for your own reporting or your accounts team.
Security and access
- Hosted in DigitalOcean's London region.
- Each customer's data is kept separate, and an automated test fails the build if any table could return another customer's rows.
- Link tokens are stored only as a hash. A contractor link lasts 30 days and a landlord link 90 days.
What FixDocket does not do
We would rather you knew now than found out later.
- It does not hold or move money. No client money, no service charge, no contractor payments. It records amounts and produces documents.
- No live integrations with property management systems today. You get a CSV export of the job list.
- It is not a compliance or planned-maintenance calendar. It is built for responsive repairs and the record of them.
If you need those things in one platform, a broader product may suit you better.
Who it is for: letting agents, block managers and HMO landlords. What it costs: pricing, and how to judge any repair software's price. How contractors work without an app: contractor job links versus contractor apps. Weighing alternatives: a Fiixit alternative and spreadsheets versus repair software.
Frequently asked questions
Do tenants or contractors need an app?
No. Both use their phone's browser, from a QR code or a link.
Can I use it for communal repairs?
Yes. Add communal areas as units, alongside the flats.
Can I see who approved an invoice, and when?
Yes. Every sign-off is attributed to a named person at a recorded time, and it cannot be edited afterwards.
What does it cost?
Your first 10 repairs are free, with no card needed. After that it is £49 a month for your whole team and every building.
Try it on a real building
Set up your buildings today and your first 10 repairs are on us: no card, no time limit. Or, if you would rather see it first, we will show you round on a call.