Rental Maintenance Coordination: We Handle the Calls, Quotes, and Scheduling

Say the kitchen sink starts leaking on a Tuesday. Your renter needs help, a plumber needs details, and you need to know what the repair will cost. ShadowKey keeps those conversations moving in one work order, with you involved when a decision needs your approval.

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We Handle the Work. You Stay in Control.

See who handles each part of a rental maintenance request.

Task

Take the renter request

Qualify the request

Find vendors

Compare quotes

Schedule repair

Remind renter and vendor

Pay vendor

Document for tax time

Shadow Key

Handled

Your Role

Required

Watch ShadowKey Works in Action

A maintenance issue comes in

Add a work order from your dashboard. On a paid plan, your renter can text your dedicated ShadowKey number directly, without downloading an app. ShadowKey collects the issue details and, when appropriate, guides the renter through simple checks before arranging a visit.

If the renter submits a request, you receive a notification and can review it before the managed workflow continues. You can also choose to handle a particular request yourself.

We get the details needed to act

ShadowKey confirms the property, issue and renter availability. Photos and notes can be attached to the work order. The details stay with the request so you can see what was reported and what happens next.

We find someone who can take the job

Your preferred vendors come first when you have added them. If they are unavailable, or you have none, ShadowKey reaches out to local vendors for the job. It shares the relevant issue and scheduling information, gathers available responses and follows up. The number of replies and quotes depends on vendor availability; a set number of quotes is not guaranteed.

You control the spending decision

Review the available quote or diagnostic fee and set a dollar limit for work ShadowKey may move forward on automatically. If the selected cost exceeds that limit, ShadowKey asks for your approval before booking. A vendor may need an inspection before quoting the full repair; when that happens, the initial diagnostic fee and later repair price are distinct decisions.

We coordinate the appointment

Once the next step is approved, ShadowKey confirms the appointment with the vendor, updates the renter and keeps the work order moving. You can check the status and conversation from your dashboard instead of relaying every message yourself.

The invoice goes to you

After the work, the vendor provides an invoice and payment instructions. You pay the vendor directly; ShadowKey does not collect the repair payment or add a markup to the vendor bill. Keep the invoice and upload proof of payment with the work order for your records.

What you do—and what ShadowKey does

You add your property and renter, choose preferred vendors if you have them, set an approval limit, review requests or costs when prompted, and pay the vendor. ShadowKey handles the communication and coordination around those decisions.

Want to know what your renter would experience? [Read about tenant requests]. You can also [compare plans] or [read common questions].

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