Fixflo is the market-leading software provider of best-in-class repairs and maintenance management solutions which connect property managers, owners, residents, leaseholders and contractors on a dedicated SaaS platform and comprehensively optimise business processes.

Used in over one million properties in the UK and beyond, Fixflo’s property management solutions are designed to reduce the amount of time needed to manage each building’s maintenance and repairs. This allows agents to respond more quickly to requests, stay compliant and spend more time building relationships with residents.

Designed for: Managing Agents

Used for: Repairs / Inspections / Block Management

Areas covered: England / Wales / Scotland / Northern Ireland / Ireland

Blocks: 22000+

Units: 1200000

Overview

Fixflo is the market-leading repairs and maintenance management software used by block managers and property professionals to improve efficiency, exceed customer expectations and stay compliant with regulatory requirements.

Completely functional as a standalone system, Fixflo’s open API software environment and 40+ out-of-the-box integrations allow it to be used seamlessly with the rest of your property management tech stack.

Key Features & Benefits

Fixflo’s streamlined maintenance management solutions benefit everyone involved in the maintenance cycle of a residential property. Property managers can automate repetitive manual tasks and set up recurring service events so that annual safety checks and planned maintenance works do not slip through the cracks. Residents can report in-unit or communal maintenance issues through a smart repair reporting platform with guided questions, ensuring accurate diagnosis and preventing wasted callouts.

Issues requiring a contractor can easily be managed from instruction through to completion with complete transparency and a full audit trail. Residents and property owners can enjoy a personalised and transparent property management service without adding workload to their property managers; relevant updates are sent without unnecessary calls or emails, and block broadcast functionality allows property managers to keep all leaseholders and residents in a building up-to-date about planned maintenance events and potential disruptions. Certificates, quotes, and invoices are filed automatically to the job record through a dedicated, self-service app for contractors, eliminating the risks of instructing jobs to contractors without valid credentials.

Visibility

What type of client reports are available?

All data processed by Fixfo is cloud-based and tracked automatically; status changes, external and internal comments, and attachments such as assessment reports and survey reports are automatically stored with date and time stamps. A managing agent can add multiple property managers as users and assign different levels of permissions depending on their seniority and role. This allows managers to be able to control who can access or modify sensitive data.

The Reports section of Fixflo features over 200 preset report variants, allowing block managers to keep track of their repairs and maintenance performance. These can be automatically scheduled to be sent out to internal or external stakeholders on a recurring basis, depending on how often they are needed. Fixflo’s range of reports can be used to measure parameters and essential key performance indicators or KPIs such as:

• Time taken before first action on an issue was taken
• Average time to close or resolve an issue
• Summary of issues by status captured in real time
• Number of pending issues awaiting future actions
• Average job duration per contractor

All reports can be exported to CSV, TSV or PDF. In addition to this, Fixflo’s customisable dashboards provide a clear overview for block managers about the progress of each issue and its status. Each user can customise their dashboard to display the information most vital to their day-to-day activities, providing at-a-glance figures or charts demonstrating the number of issues open, issues requiring action, comments received, quotes submitted and more. The custom dashboards add-on lets users be even more in control of their reporting by enabling the use of multiple dashboards that can be fully customised and viewed whenever needed.

What information can residents see?

Residents can see all reported issues in their building as well as their completion status and progress. Property managers can send residents building notifications about issues such as lift outages or distribute documents such as fire risk assessments with time and date stamps.

What information can directors see?

Directors can see everything leaseholders can see as well as the Compliance Matrix, a filterable table that tracks a building’s or a portfolio’s planned maintenance events and statutory maintenance requirements, when they were completed and when they are due next.

Functionality

Accounting & Finance Functions

Financial data such as invoices and costs per job can be reported and exported into a CSV file. Invoices sent from contractors to a block manager are automatically categorised and filed against the relevant issue, property and contractor. On closing an issue, a copy of the invoice can be sent to the managing agent’s accounts team. Some software integrations can sync this with the correct cost code, allowing a link to be established automatically between maintenance works for a building and its maintenance budget and service charges.

Insurance & Valuations Functions

Building insurance renewal dates and reinstatement cost assessments can be set as recurring service events and scheduled months ahead of time. Users automatically receive a reminder whenever these events are coming up, making sure nothing slips through the cracks. Contractors can add their insurance details and receive automatic reminders when their current policy is due to expire. The system can also be set up so that users cannot award jobs to contractors without valid insurance cover.

What time-saving automations are available for Property Managers or RMC Directors?

The Fixflo Leasehold and Block Management Market Report 2019 indicated that property managers in block management companies are able to manage more buildings when they are equipped with Fixflo, thanks to the software’s time-saving automations. ‘Set and forget’ planned maintenance events reduce the need for repetition of recurring maintenance activities by automatically informing property managers when an event is coming up and assigning a relevant contractor. Contractors can manage a job from instruction to completion themselves using a dedicated platform, minimising the need for a property manager to manually input data and update job records. Information stored on Fixflo about an assigned job is passed to contractors automatically. The rules-based automation tool Co-Pilot allows the automatic assigning of jobs to contractors based on predefined criteria such as time of day or type of repair. With just a click of a button, property managers can send quote requests to multiple contractors concurrently. Fixflo can automatically remind contractors about outstanding requests and jobs through the Contractor App. You can upload contractor document templates which can then be made available for contractors to complete and submit to you. Contractors also receive automatic reminders whenever their certifications are due to expire, removing the need for property managers to manually chase contractors for signed documents and certificates.

Can site inspections be completed using the software?

While Fixflo is not a full site inspection application, block managers can schedule site inspections at the desired frequency with visibility of these dates on the dashboard. If desired, these can be shared with RMC Directors via the Compliance Matrix along with other critical service events such as mechanical and electrical equipment service dates. Maintenance issues discovered during inspections can be reported via the portal with photos and descriptions of defects. Fixflo also integrates with a number of reporting and inventory management applications.

Maintenance Functions

Fixflo offers full functionality for the management of planned maintenance tasks for a building and its assets. As no two blocks are identical, events and their subtasks can be defined per building and scheduled to recur as often as necessary. Alternatively, 200+ out-of-the-box PPM (Planned Preventive Maintenance) templates can be used and customised according to each user’s or building’s needs, or custom templates can be created and reused. Service agreements and contracts with suppliers can be imported and linked to planned maintenance activities and assets, ensuring that all compliance data stays in one place. The Compliance Matrix module offers an overview of all scheduled compliance activities across a property portfolio, allowing block managers to easily see where there are gaps in compliance. This can be filtered by property, the team or agent a property is assigned to, or landlord, and all information can be easily exported to a CSV file for reporting purposes. When a planned maintenance item is due for instruction, Fixflo can automatically assign it to the relevant contractor and send a reminder to the property manager, allowing users to ‘set and forget’, safe in the knowledge that tasks will not slip through the cracks. Contractors can be prompted to provide the correct compliance certification along with expiry dates. Once a planned maintenance event has taken place, the event can be reviewed and any remedial actions required noted, scheduled and carried out until the event has been marked as complete. Fixflo lets residents report maintenance issues themselves from a computer or mobile device using an intuitive web-based reactive repair reporting portal. Residents are required to provide details relevant to the issue, and can upload photographs and videos to help describe the problem. Property managers, therefore, receive detailed information to help them effectively diagnose issues at the first attempt, minimising time wasted on unnecessary back-and-forth communications or callouts and allowing contractors to be contacted and job scheduled much more quickly. Automation can even be used to assign jobs automatically to a preferred contractor depending on specified criteria. Block managers can use the one-click block broadcast functionality to inform all leaseholders at once about upcoming maintenance events that may cause disruption. This reduces the time taken to send communications and ensures no resident is left out. Contractors are reminded when their certifications are due to expire and prompted to upload updated versions before they can continue to receive jobs. This stops jobs from being assigned to contractors without valid credentials, making it easier for property managers to stay compliant with health and safety requirements.

Does the software manage service charge demands?

Fixflo integrates with several leading property management platforms with service charge functionality, including MRI Qube Property Management, Propman and Re-Leased. This allows invoices to be synchronised with a building’s maintenance budget and filed according to the type of service charge to which they relate.

Integration

What other software can be integrated with yours?

Fixflo offers integrations with 40+ market-leading property management software solutions and apps, including these block management applications:

• Kykloud by Accruent
• MRI Qube PM
• MRI Engage
• Re-Leased
• Propman

Modular

Are there core and additional modules with add-ons?

Fixflo Essentials includes Reactive Repair Reporting and Workflow Management. Fixflo Pro enhances these with the Planned Maintenance module. Additional modules include SLA (Service Level Agreement) Monitoring, which allows property managers to set the amount of time by which an issue should reach specified stages, such as from instruction to completion. This is useful when the managing agent has an internally agreed performance target or a brand promise given to customers, such as a pledge to respond to new issue reports within 24 hours. Another popular add-on is the custom dashboard functionality.

The customisable dashboards module allows property managers to create dashboards based on user types and chosen criteria, making it easy to filter data to access information such as all fire risk assessments that are due in the next month. The Contractor Marketplace add-on enables property managers to access a vast network of reliable and qualified contractors for repairs and maintenance works directly including National Inspection Council for Electrical Installation Contracting (NICEIC)-registered electricians.

Is the software RICS / ARMA Compliant?

Yes, we are an ARMA Partner and part of the RICS Technology Partner Program.

Pricing

How does the pricing work?

The Fixflo platform is available with three levels of subscription. Most managing agents use Professional which includes the Planned Maintenance and Compliance Matrix modules. All editions, Basic, Essentials and Professional are available as a monthly subscription. Every organisation and managing agent can set up their system with an unlimited number of users at no additional charge.

Is there a cost per unit? Per block, etc

Fixflo is priced per unit per month with an additional software fee. To obtain a quotation, please contact the Fixflo team.

Accessibility

Is there a mobile app or leaseholder portal?

Leaseholders and residents can report repairs through a web-based repair reporting platform that can be accessed from most browsers including Google Chrome, Safari, Firefox, Internet Explorer (the latest version) and Microsoft Edge on mobile devices as well as desktop computers. Available for Android users through Google Play and Apple users through the App Store, the Contractor App allows contractors to view details of a job, set appointments, provide quotations and manage invoicing from their smartphone on the go.

Can residents report repairs and faults?

Yes, residents can report repairs and faults through an online repair reporting portal accessible on computers or mobile devices. This allows for the reporting of communal issues via a picture-based system. Residents unable to access the Internet can also report repairs over the telephone using IVR (Interactive Voice Response) technology. This lets them call a phone number unique to their property manager and report their issue over the phone. The automated process uses a similar approach to identifying the problem online and provides a sound recording and transcript to the property manager and contractor.

New Clients

How is data migrated from an existing provider?

Importing data to Fixflo is easy. All you need is a CSV file of the building, leaseholder and contractor data from your property management system, and Fixflo provides two templates to help you organise your data into the right format. Some integrations remove the manual work of preparing a CSV file by pushing through data upon setup.

What support and training is available?

Each client is assigned a dedicated Customer Success Executive to help them with onboarding, configuration, support and continuous training. Video and help guides are available at any time online, as well as regular webinars to help clients get to grips with key features.

“92% of our reactive repairs invoices were submitted through Fixflo last year (2020) … This means 92% of the time we used to waste on chasing and handling invoices could now be spent on more meaningful tasks, like improving customer experience.”

Gary Tarrant, Operational Director, Trinity Estates

Get in touch with the team at Fixflo