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Industries · Property maintenance

For property maintenance businesses

Many business owners in the trade know these situations well. Under each one you can read what Ainio does for you.

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  • Fault reports come in all day, and a water leak gets lost among broken light bulbs.

    You see urgent messages first, and each one has a reply ready for you to approve.

  • Maintenance contracts are invoiced by hand every month, and extra work gets left off the invoice.

    The contract invoice is ready on billing day every month, and the month’s extra work goes on the same invoice.

  • The property manager asks when the filters were last changed, and the answer is in someone’s notebook.

    The Sites page lists the housing company’s equipment with service intervals, and you get the service history as a PDF for the property manager.

  • The property management office sends the invoice back because the order number is missing or it didn’t arrive as an e-invoice.

    Ainio picks up the order number from the message for the invoice, and you get an e-invoice file from the invoice for your own e-invoicing service.

  • Is it better to take a new maintenance contract or many small call-outs? In the Huippu plan

    Ainio tells you which of the jobs on offer fit into your week and which of them earn you the most. You also see why the others were left out.

Start free trial →Try the property maintenance demo →

Try it free for 30 days and get set up in about 10 minutes. Nothing goes to the customer without your approval.

A caretaker with a snow shovel on his shoulder in a wintry yard
Video

See how the paperwork gets done during the day

2 min 43 s, no sound

Example · Property maintenance

How one maintenance job runs through Ainio

A housing company needs snow clearing in its yard for the whole winter. Ainio does the paperwork, and you decide what goes to the customer.

A snowy yard between blocks of flats in the evening lights
  1. Message

    The property manager asks for a quote

    The property manager of As Oy Honkala asks by email for a quote for the winter’s snow clearing.

    Ainio drafts the reply.
    Reply to the property managerSnow clearing and gritting
    Ready

    Hello, thanks for the quote request! Does the snow clearing include gritting, and where can the snow be piled? I’ll send a quote as soon as I know.

    Send
  2. Quote

    You send the quote

    The property manager replies that gritting is included. You check the quote and press Send.

    Ainio makes the quote with the prices from your price list and with your own logo.
    Quote
    As Oy Honkala · Snow clearing and gritting
    Snow clearing€290/month
    Gritting€100/month
    Total (excl. VAT)€390/month
    Valid for 30 daysSend
  3. Calendar

    The jobs go into the calendar

    The property manager accepts the quote online, and the snow clearing starts with the first snow.

    Ainio puts the visits in your calendar with the address and key details.
    MON5:30
    Snow clearing and grittingAccepted
    As Oy Honkala · 2 hHonkatie 3, Turku · key K-3
    RouteCall
  4. Invoice

    The month’s invoice is ready

    November turns into December, and the winter’s first snow clearing is done.

    Ainio prepares the month’s invoice and adds the property manager’s order number to it.
    Invoice
    As Oy Honkala · Snow clearing and gritting
    Snow clearing and gritting, November€390
    Total (excl. VAT)€390
    Order numberHON-2611
    Due in 14 daysSend

Nothing goes to the customer without your permission. As Oy Honkala and Kiinteistöhuolto Nurmi are made up, and the prices are examples.

These 4 things are included in every plan

Plans start at €99 a month (+ VAT), and during the trial you get the full Huippu plan (with trial usage limits).

See all features →See plans and prices →

Try the same steps yourself

The demo opens in your browser without signing up, and nothing is sent from it. Parts of the demo are in Finnish.

Open the property maintenance demo →
Frequently asked questions

What property maintenance businesses often ask

Here are the answers to the questions property maintenance businesses ask before they start using Ainio.

Can maintenance contracts be invoiced with Ainio every month?

Yes. An accepted quote becomes a recurring contract with a monthly price or a price per visit, the visit frequency and a billing day. On billing day Ainio prepares the invoice in the Not invoiced list, and the month’s extra work goes on the same invoice when it is logged on that period’s job. The contract visits can be assigned to a worker in Ainio’s calendar eight weeks ahead. Nothing goes to the customer before you approve the invoice.

How does the invoice reach a property manager who requires an order number and an e-invoice?

The invoice has fields for the order number, reference and cost centre, and Ainio picks up the order number from the customer’s message when it contains one clear number. When the customer has a business ID and an e-invoice address on file, you get an e-invoice file (Finvoice) from the invoice, which you send through your own e-invoicing service. Ainio doesn’t send the e-invoice itself. The month’s jobs for the same housing company can go on one combined invoice.

Is the service history of the housing companies’ equipment kept?

Yes. The Sites page holds the housing companies and their equipment, such as the ventilation unit, and for each item you save the model, serial number, service interval and spare parts. When you log a service, Ainio works out when the next one is due and reminds you 30 days ahead. You can download the service history as a PDF without prices and attach it, for example, to the property manager’s maintenance log. Ainio never sends the file to anyone on its own.

Where are key locations and door codes saved?

When a customer mentions in a message, for example, where the master key is or the door code, Ainio picks it up and shows it with that maintenance visit and in the worker’s day view. You can also enter it on the visit yourself. Only your company’s users see it, and Ainio never repeats it in a reply. Information picked up from a message is deleted a day after the visit, and Ainio has no permanent key register.

Does Ainio help with snow clearing?

You can add a snow clearing season to your price list and offer it to housing companies. If a quote gets no answer, Ainio writes a reminder that you approve yourself. An accepted season can become a monthly contract, so the invoice is ready every month. Ainio has no ploughing rounds, snowfall warnings or sign-offs for ploughing visits.

Does a housing company get the household deduction?

No. A housing company or a business can’t get the household deduction, so Ainio doesn’t add the labour share to the invoice when the customer has a business ID or the name includes, for example, As Oy. For a private customer, such as the owner of a detached house, Ainio itemises the labour share on the invoice when the price list row has a share for materials. Ainio doesn’t calculate the deduction in euros; the customer is pointed to vero.fi.

Does Ainio do the bookkeeping or payroll?

No. Ainio makes invoices from finished jobs and keeps track of payments, but it doesn’t replace your accounting software or calculate wages, and hours aren’t logged per person. In invoicing you can gather the month’s invoices into one package for your accountant.

Is Ainio quoting and invoicing software for property maintenance?

Yes, and a bit more. You make your quotes and invoices with Ainio, and you also get replies to customer messages ready, jobs in your calendar and a view of which invoices have been paid. The bookkeeping is still done in your accounting software.

How much does Ainio cost?

Plans start at €99 a month (+ VAT), and depending on the plan you can have up to 3, 8 or 15 users. You can try Ainio free for 30 days, and during the trial you get the full Huippu plan (with trial usage limits). There is no lock-in, and you can cancel at any time.

See prices and plans →