What does strata maintenance management software actually do?
It replaces the inbox, the paper logbook and the shared spreadsheet with one record of every maintenance job on common property, from the first report to the final invoice.
Maintenance in a strata building passes through a lot of hands. Someone reports a problem, the building manager raises a job, the strata manager or committee approves the spend, a contractor does the work, and eventually the owners want to know what it cost. When each step lives somewhere different, jobs stall and the history vanishes the day a manager moves on.
The right tools keep the job, the people and the paperwork together. In MYBOS that means:
- Work orders and maintenance requests logged once, assigned, and tracked to sign-off
- A preventative maintenance calendar for recurring servicing, with reminders when work falls due
- Quotes, approvals and invoices attached to the job they belong to
- Asset registers, so each repair is tied to the lift, pump or roof it fixed
- Reports on jobs and spending you can pull in minutes rather than days
Who uses it in a strata building?
The building manager runs it day to day, the strata manager approves and oversees, and the committee sees the results.
Each role touches the same job from a different angle. Here is how that usually splits.
| Role | What they do in MYBOS |
|---|---|
| Building manager | Raises and assigns work orders, runs the servicing calendar, carries out inspections and closes jobs on site from the mobile app. |
| Strata manager | Reviews quotes and invoices, records approvals, keeps building documents on file and oversees several schemes from one dashboard. |
| Strata committee | Sees what has been fixed, what is pending and what it cost, through reports and a view set up for their role. |
| Contractors | Get the job details, photos and location in one place, and their work on every job is tracked over time. |
MYBOS runs the building side. It works alongside the accounting and levy system your strata manager already uses, rather than replacing it. If you look after several schemes, see how MYBOS works for strata managers.
How does it handle planned and reactive maintenance?
Planned work is scheduled once and comes round automatically. Reactive work is logged, assigned and tracked until it is closed.
Planned maintenance
Recurring servicing goes into the all-in-one calendar a single time: lift servicing, gutter cleans, pump runs, pool maintenance, common area lighting checks. MYBOS reminds the team when each one is due, so routine work stops depending on somebody's memory.
Reactive repairs
A burst pipe or a broken intercom is logged with photos, assigned to a contractor and followed through to completion. Everyone who needs to know gets the update by app, SMS or email, and the job keeps its full history.
Catching small issues on a schedule is the cheapest way to keep major works off the agenda. It also gives the committee real evidence when the levy is set. We cover that in more detail in building a maintenance plan you can justify at levy time, and the wider picture is on our building maintenance software page.
What should the committee be able to see?
Enough to answer an owner's question without chasing anyone: what was fixed, who fixed it, what it cost and what is coming up next.
Committees fund the building through levies, and they want to see where that money goes. Most committee frustration comes from not knowing: a job marked “booked” weeks ago, an invoice with no context, or a contractor back for the third time on the same fault.
MYBOS keeps an automatic audit trail on every job, so a report for a committee meeting or AGM comes straight from the work itself. Nobody has to rebuild it from emails the night before. For more on the reporting side, read reporting and transparency for body corporates.
Spreadsheets and email, or a maintenance system?
Spreadsheets work until the building gets busy or the person who keeps them leaves. After that, the gaps cost more than the software.
| Spreadsheets and email | MYBOS | |
|---|---|---|
| Where jobs are logged | Inbox, phone calls, a paper logbook | One work order per job, with photos |
| Recurring servicing | Someone's calendar, or memory | A preventative calendar with reminders |
| Quotes and invoices | Attachments buried in email threads | Attached to the job they belong to |
| When a manager leaves | The history often leaves with them | The history stays with the building |
| Committee reporting | Rebuilt by hand before each meeting | Pulled from the job record in minutes |
| Several schemes | A separate file for every building | One dashboard across the portfolio |
If your team is still weighing this up, running a building on spreadsheets walks through where the costs hide.