Property management where every maintenance request has an owner — from the tenant’s report to the contractor’s proof

Mi Retail is an operations center for property managers, landlords and building administrators. It does not replace the software where you keep leases, rent and owner accounting; it manages the human work that appears around them. Every tenant request, repair approval, inspection finding, move-out follow-up or handoff to a maintenance contractor becomes an Operational Work Item with an owner, a state, a due date and evidence. Each person sees what is theirs: tenants their own requests, property managers the open work by building, accountants the repairs whose invoices need review, and contractors the jobs sent to their own organization. The domain work — leases, rent schedules, deposits, owner statements — runs in StoneOS apps or in the systems you already use.

No. Your property management software stays the system of record for properties, units, leases, rent, deposits and owner accounting, and Mi Retail never keeps a second ledger. What Mi Retail adds is the layer that software was not built for: coordinating the people who must act when something in a unit needs attention, especially when one of them is a contractor from another company. The software can log that a request exists; Mi Retail manages who is handling it, what it is waiting for, when it must escalate and with which evidence it can close. Keep your property software; Mi Retail takes over where the work leaves it.

The tenant reports the problem with a photo and follows it from My Requests. The property manager triages it, sets its priority and approves the repair if it falls within what the owner has authorized, with the reason recorded. Mi Retail then sends a derived work item to the contractor’s own organization, where their dispatcher assigns a technician. The tenant confirms the access window from the same request. The technician repairs the problem and closes the contractor’s work item with photos and the invoice. The tenant confirms the fix, the accountant reviews the invoice against the approval and the proof, and the property management system posts the charge to the owner statement.

Yes. Work between organizations moves as derived work items, so both the property management company and each contractor need their own organization on Mi Retail. The manager picks the contractor from the directory and sends the job; the contractor receives it in its own intake queue and assigns it to its own technicians. Each side keeps its privacy: the manager follows the state, the visit and the evidence, but not the contractor’s other clients or internal schedules. When the contractor completes its work item, the manager is notified and the tenant can confirm. A contractor that serves several property managers sees all of those jobs in one place instead of scattered across texts and emails.

Tenants take part as requesters with a limited surface: they submit a request with a description and photos, and follow it from My Requests, where they see its state, the scheduled visit and any question the manager sends back. They do not see internal approvals, other units or the contractor’s organization. When the repair is done, they confirm it or report that the problem persists, which reopens the case with the reason recorded. This removes most of the “is anyone coming?” calls, because the answer is visible. If your property software already has a tenant portal, requests can start there and still be worked as work items in Mi Retail.

The charge itself is recorded by the property management system, not by Mi Retail. What Mi Retail guarantees is that the charge arrives backed by its story. When the contractor closes its work item, the invoice travels with the photos, the tenant’s confirmation and the manager’s approval with its reason. The property accountant reviews the invoice against that evidence as a work item, and once it is accepted the property system posts it to the owner’s statement as usual. When an owner later asks why they were charged, the manager opens the case and shows the whole trail — the report, the approval, the repair and the proof — instead of searching old messages.

Yes. The inspection itself runs in your property software or in the StoneOS Property Inspections app, with its checklist and photos. When an inspection finds something that needs a person — a damaged door at move-out, a smoke detector to replace, a unit that needs painting before the next tenant — each finding becomes a work item with an owner and a due date tied to the unit’s next move-in. Repairs can go to contractors as derived work items, and the leasing team sees whether the unit will be ready on time. At move-out, the findings and their evidence stay linked, which helps the manager explain any deposit deduction with facts.

Each role has its own surface over the same work. A property manager starts from Today and My Work, with the requests, approvals and inspections of their buildings ordered by urgency. A maintenance coordinator uses Team Operations to see what is unassigned, waiting on a contractor or overdue, and reassigns in seconds. Operational Portfolio shows how each building and each contractor is doing: open requests by age, repeat repairs in the same unit and vendors that miss their windows. Executive Operations surfaces only what needs a decision at that level, such as a repair above an owner’s authorized limit or a building with recurring failures that calls for a capital decision.

Every work item keeps who acted, when, under which approval and with which attachments. For a repair, that means the tenant’s report and photo, the manager’s approval with its reason, the contractor’s before-and-after photos and invoice, and the tenant’s confirmation, all linked to the same unit and case. For a move-out, it means the inspection findings and the repairs that followed. When an owner, a tenant or an auditor asks what happened, the manager shows the trail instead of rebuilding it. Control & Assurance lets an internal reviewer inspect those trails and record findings. Because evidence is captured while the work happens, it holds up months later.

Yes, it is the same product at both ends. A landlord with a few units, who handles every request personally, gets a simple Today view with what is pending, what is waiting on a contractor and what the tenant has not confirmed yet, without hierarchies that do not exist. A management company with thousands of units distributes the same work items across property managers, maintenance coordinators, leasing and owner accounting, each with its own surface, and escalates exceptions to regional or executive levels. Residential, commercial and mixed-use buildings, as well as community associations, all follow the same model: a request, an owner, a state and proof.

The Property edition of StoneOS brings apps for the domain work of property management: Properties, Buildings, Units, Owners, Tenants, Leases, Rent Schedules, Deposits, Occupancy, Move-in & Move-out, Property Inspections, Utility Allocation, Owner Statements and Tenant Requests. They sit on top of the Business Core apps every team uses, such as Chat, Drive, Docs, Calendar and People. Those apps keep the depth of each domain. Mi Retail is where the work they generate meets the people who must move it: a tenant request, an inspection finding or a utility allocation that needs review lands as a work item in the right person’s queue. If you keep your current property software, it stays the record.

Start with maintenance requests in one building or portfolio, because that is where tenants, managers and contractors cross the most. Create a workspace for it, invite the property managers and the maintenance coordinator, and ask your two or three main contractors to open their own organization so jobs can reach them directly. Within a few weeks you will see where requests wait, which contractors close with proof and which units keep failing. Then add move-out inspections, bring in the next buildings, connect the property software you already use and, when it fits, add the Property edition apps from StoneOS. Mi Retail is free to start, so one building can prove it first.