An account manager in an olive jacket, holding a tablet, points along a planted bioswale with a stone check dam while a property manager in a navy blazer listens, outside an office building.

Maintenance Proposals · Maintenance Agreements · Maintenance Invoices

The inspection finds it. One record bills it.

A sump at your cleanout line, an outfall apron washed out, or a whole year of roof visits and annual inspections: each is priced once, as a Maintenance Proposal. Your client’s property manager approves it from the email, a deposit can clear before the crew goes out, and the priced lines become the Maintenance Invoice when the crew signs off.

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Follow one job to paid

From the finding to paid

One inspection’s follow-up, priced, done and paid on the same job.

The annual inspection at Northgate Commons left two findings open: CB-04’s sump at your cleanout line and the riprap washed out at the outfall. Follow the follow-up on the inspection’s own job, each line priced once and never typed twice, with nothing reaching your client until you send it.

Where it began: the annual inspection and its findings

  1. Price the follow-upThe annual inspection with its 13 reports, the cleanout of CB-04 and the repair of the outfall apron, each line at a fixed price. Where the site decides how long a job takes, price it by the hour instead.
  2. Send the Maintenance ProposalAn email takes each priced line, and the deposit if you set one, to your client’s property manager. Approval is your call: for small work on a property you already maintain, skip it and the visit is booked on the Season Calendar right away.
  3. The property manager approvesWhether they read it on site or at their own office, your client approves the Maintenance Proposal or turns it down and says why. The opening time and their decision are logged on the job.
  4. A deposit, if you want oneAlso optional, and set job by job, as a flat amount or a share of the total. If you ask for one, the job sits at Awaiting Deposit until the money arrives, then changes to Scheduled.
  5. Start the workAt the car park, your crew lead presses Start work. Your client gets an email that the work at Northgate Commons has begun.
  6. Mark it completeSump cleaned out, riprap reset, bank matted: press Complete. Your client gets an email that the work is finished, and the Maintenance Invoice opens with every line already filled in.
  7. The Maintenance Invoice, from the same linesAll three lines come over, with the deposit already taken off. Check the total and send it in one click.
  8. Paid in fullThe balance is recorded on the Maintenance Invoice, and an email tells your client the payment arrived.

JobAnnual inspection and follow-upNorthgate Commons · Alderbank Properties Approval PendingAwaiting DepositScheduledWork In ProgressCompletedPaid

DetailsProposalPaymentsInvoiceHistory

  • Annual stormwater inspection, 13 structures, with reports$1450
  • Catch basin cleanout, CB-04$380
  • Outfall apron repair, OF-01: riprap reset, bank regraded and matted$1250
  • Deposit · 30%$924DuePaid
  • Balance$2156DuePaid
  • Subtotal$3080
  • Deposit paid−$924
  • Balance due$2156
Subtotal
$3080
Deposit (30%)
$924
Balance after deposit
$2156

Maintenance Invoice · from this jobReview & sendMaintenance Invoice · sentPaid

Illustration · invented client · sample data · prices shown in the currency of the market picked in the header

When the balance is in

A thank-you in your own name, with the paid invoice attached.

The moment your client pays the balance, a thank-you email goes out under your company’s name, carrying the Maintenance Invoice stamped paid as a PDF: the copy Alderbank’s accounts team files against the property’s upkeep. Open the attachment the way they would.

From:
Your company
To:
Priya Raman · Alderbank Properties
Subject:
Your company - Payment received

Your company

Paid

Hello Priya,

Thank you: your payment for the annual inspection and follow-up work at Northgate Commons has come through, and the Maintenance Invoice is settled.

Payment date
Wed, Oct 22
Payment method
Card online
Amount paid
$2156
Remaining balance
$0

A question about this payment? Answer this email and our office will pick it up.

Maintenance Invoice · MI-1048Annual inspection and follow-up

Bill toAlderbank PropertiesIssuedMon, Oct 20

Northgate Commons · Alderbank Properties

  • Annual stormwater inspection, 13 structures, with reports$1450
  • Catch basin cleanout, CB-04$380
  • Outfall apron repair, OF-01: riprap reset, bank regraded and matted$1250
  • Total$3080
  • Deposit paid · card online · Oct 15−$924
  • Balance paid · card online · Oct 22−$2156
  • Balance due$0
Paid

Sample thank-you email and Maintenance Invoice · invented client · amounts in the header market’s currency

Work Record · optional, yours to send

The sump before, the sump after, and every step in between.

When the job is marked complete, its Work Record is ready: each step as your crew logged it, a photo before and after, the materials, the time on site and the crew lead’s note. It stays on the structure’s record, and goes to your client only if they ask or you think the work is worth showing. Nothing sends it automatically, and the Maintenance Invoice never waits for it.

  • Made from what your crew logs at the structure, so no one rewrites it later at a desk
  • Sent only when you decide: because your client asked, or because you want them to see it
  • Kept on the structure’s record either way, ready for next year’s inspection

One job’s record here; the year’s goes into the Stormwater Inspection Report

Work RecordAnnual inspection and follow-upNorthgate Commons · Alderbank Properties · Thu, Oct 16 · S. OkaforReady · not sentSent to client · 2:40 pm

Looking down into an open catch basin in a car park, its sump half full of dark sediment, wet leaves and twigs, a gloved hand shining a flashlight in.
The same catch basin after the cleanout: the sump empty of sediment and leaves, the outlet pipe clear, the gloved hand and flashlight unchanged.
BeforeAfter
  1. Bays 12–14 coned off, CB-04 photographed
  2. Sump vacuumed out, sediment bagged for disposal
  3. Outlet pipe cleared, grate reseated
  4. Sump photographed after, reading logged
Materials & equipment
Vacuum truck · 3 sediment bags · traffic cones
Time on site
1 h 50 min

Crew lead’s note Leaves from the street trees on the south edge fill this sump every autumn. Worth a look after the first heavy rain in October.

Optional · on request or at willKeep on recordSend to client

Illustration · invented client · sample data

Maintenance Agreements

A property’s whole year, on one approval.

The year of upkeep at a property goes into one Maintenance Proposal, the Maintenance Agreement, where every type of visit has its own price and its own timing. When your client approves it, every visit in it is approved together and booked on the Season Calendar.

  • Spring establishment, summer irrigation check and autumn cut-back: each roof visit is its own record, priced as agreed, with its Living Roof Report
  • After heavy rain, add a post-storm check; a cleanout or a repair found on a visit is quoted and invoiced on lines of its own
  • Your company’s name heads every Maintenance Proposal and Maintenance Invoice, printed or saved as a PDF

How the Season Calendar books it

Maintenance Proposal · Maintenance AgreementNorthgate Commons · the yearProposal approved

  • Green roof visits, Building A · Living Roof Report included3 visits × $640
  • Annual stormwater inspection · 13 structures, with reports1 visit × $1450
  • Catch basin cleanout · when a reading reaches your lineas needed × $380

Approving this Maintenance Agreement approves every visit in it.

Illustration · invented client · sample data · every frequency is yours to set

Payments

Card online, or the way property owners pay in your client’s country.

In settings, choose which of your country’s payment methods your clients may use. The account details you enter appear on the email with the Maintenance Invoice, so whoever pays at a property group, an association or a campus knows exactly how to pay you.

A crew member in a high-visibility vest kneels to cut back faded ornamental grasses in a rain garden beside an office entrance on an autumn morning, while a second rakes the cuttings onto a tarp.

Payment methodsUS

Card payments online · at launch

Methods for this country

  • Zelle
  • Venmo
  • Cash App
  • PayPal
  • ACH
  • Wire Transfer
  • Cash
  • Check
  • Apple Pay
  • Google Pay
  • Square

The list follows the market chosen in the header; at launch, your own location decides it.

History

Who did what on the job, and when.

Each action is logged with its time and whoever did it: you, your client or the system. If Alderbank’s accounts team wants to know who approved the work and when the money came in, the History tab answers it.

HistoryAnnual inspection and follow-up

  1. YouMaintenance Proposal sent
  2. ClientProposal opened
  3. ClientMaintenance Proposal approved
  4. SystemDeposit requested
  5. ClientDeposit paid
  6. YouWork started · client emailed
  7. YouWork completed · client emailed
  8. ClientBalance paid · paid in full
  9. SystemPayment confirmation emailed

Illustration · invented client · sample data

On the same record

The work behind every line you bill.

Questions

About proposals, deposits and invoices

Can I use this today?

Not yet. Maintenance Proposals, Maintenance Agreements, deposits, Maintenance Invoices and payment records come with Manteverde at launch; every scene on this page shows an invented client.

Does the Maintenance Invoice go to my client automatically?

No. It is assembled from the lines already on the job, so nothing is typed twice, and your client sees it only after you have checked it and pressed send.

Can I take a deposit before the crew goes out?

Yes, whenever you choose to. Add it to the Maintenance Proposal as a set figure or a percentage; the job waits at Awaiting Deposit and becomes Scheduled when your client has paid it.

Can one proposal cover a property’s whole year?

Yes, as a Maintenance Agreement. Roof visits, the annual inspection and the other visits each carry their own price and timing, and one approval covers every visit in it.

How do I bill a cleanout or repair found on an inspection?

Price it on the inspection’s job as its own line, or as a new Maintenance Proposal. Your client sees what each charge is for, and the finding it answers stays on the structure’s record.

Founding access

Price it, do it, get paid, all on one record.

Price the cleanout, the repair and the year of visits on the same record as the inspections that found them. Request founding access: after you confirm your address by email, the launch news comes to you first.

Launching with a 14-day free trial. No card needed.

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Stormwater Maintenance Agreements & Invoices | Manteverde