Bidmio — ERP for trades, construction and service
    For caretaking and property maintenance firms

    Property maintenance software rounds, repairs and gritting for every block

    A weekly round on each building, tenant repairs with a deadline, a winter gritting call-out for every site in one tap, and reports your managing agents can sign. Below we follow one firm through a week in November.

    • Weekly rounds that open themselves
    • Winter gritting called out for every site at once
    • A fixed price per round or per call-out
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    • UK GDPR compliant
    • 14 days to try it
    • Each firm's data kept separate
    Gritting visit to Northgate House on a phone with the clock running and photos of the salted path
    Illustration. Real screens with demo data are coming soon.
    One week in November

    How the property maintenance software works: 8 steps from round to invoice

    Dan Mercer runs a property maintenance firm in Harrogate with three operatives and two vans. Northgate Estates, a managing agent, has given him five residential blocks: a weekly caretaking round at £60 a block, repairs as they come in, and winter gritting from 1 November at £75 a call-out. This is his week.

    1. 1

      Monday 08:00 · Buildings

      The managing agent and its five blocks as sites

      Dan adds Northgate Estates as one customer and each block as a site with its address, the on-site contact and a note: the plant room code, where the grit bin stands, which gate the bin lorry uses. The whole contract now sits under one customer, and every visit to any of the blocks will land in that history.

      • One managing agent, many buildings
      • Contact, address and access notes per building
      • Every visit kept in the building's history

      SoloProfessional

      Northgate Estates customer with five residential blocks listed as sites
      Illustration. Real screens with demo data are coming soon.
    2. 2

      08:20 · Weekly round

      A weekly round on each block with its own checklist

      For every block Dan creates an agreement on the whole site: every 7 days, starting on Monday, £60 per round without VAT, with the Caretaking round checklist. The checklist asks for communal lights, door closers, fire exits clear, bin store, signs of damp and anything the residents reported. The visits will open by themselves every Monday.

      • Agreement on a whole building, no equipment
      • Fixed price per round on every report
      • Your own checklist for the round

      Professional

      Agreement for Northgate House every 7 days at 60 pounds with the caretaking round checklist
      Illustration. Real screens with demo data are coming soon.
    3. 3

      Tuesday 10:15 · Tenant repair

      A tenant reports a door that will not close

      The agent's property manager emails: the main entrance door at Kingsway Court no longer latches. Dan's office turns it into a service request on that block, sets the must-be-done-by date to tomorrow and gives it to Sam, who has two visits that day. The repair is billed by the hours and parts, outside the round's fixed price.

      • Repairs as requests on the right building
      • A must-be-done-by date on urgent work
      • Visits per operative for the chosen day

      SoloProfessional

      New service request for a faulty entrance door at Kingsway Court with a deadline and an operative
      Illustration. Real screens with demo data are coming soon.
    4. 4

      Wednesday 09:00 · Repair visit

      A new door closer from the van, on the report at its price

      Sam starts the clock at the door, adjusts the latch, finds the closer leaking and fits a new one from the van. He takes it from the van's stock with one tap, so it goes on the report at its selling price, and photographs the door shutting properly. The agent's manager signs the report from the link in her email.

      • Parts booked out of the van's stock
      • Before and after photos on the visit
      • Signed on the phone or by emailed link

      Professional

      Repair visit with an hour of labour and a door closer taken from the van's stock
      Illustration. Real screens with demo data are coming soon.
    5. 5

      1 November · Winter on call

      Gritting agreements that wait for the frost

      For each block Dan has a second agreement marked On call (winter service), starting on 1 November, at £75 per call-out, with the Gritting checklist: paths and steps salted, car park entrance, ramp, grit bin topped up. On-call agreements never open a visit on a schedule. They wait until Dan calls them out.

      • On-call agreements for the winter season
      • A start date for the season
      • Fixed price per call-out

      SoloProfessional

      On-call winter service agreements for five blocks starting on 1 November at 75 pounds
      Illustration. Real screens with demo data are coming soon.
    6. 6

      Thursday 04:30 · Call-out

      Frost on the forecast: one tap calls out every site

      At half past four the forecast shows ice. On the agreements page Dan presses Call out now and Bidmio opens a gritting visit for every on-call agreement whose season has started, all due today. A site that already has today's call-out is not opened twice. He hands the visits to the two vans and goes back to the kettle.

      • One button for every on-call site
      • Each visit due the same day
      • No double visit when pressed twice

      SoloProfessional

      Winter service card with a Call out now button for five on-call blocks
      Illustration. Real screens with demo data are coming soon.
    7. 7

      05:10 · Gritting record

      Salted at 05:10, with the photo to prove it

      At each block the operative starts the visit, grits the paths and steps, ticks the checklist and takes a photo of the salted entrance. The visit records the time on site to the minute. When a resident slips in January and the insurer asks whether the path was treated, Dan opens that morning's visit and sends the report with the time and the photo.

      • Start and finish time on every gritting visit
      • Checklist and dated photos
      • Signed report kept in the building's history

      Professional

      Gritting visit with the checklist ticked and a photo of the salted entrance path
      Illustration. Real screens with demo data are coming soon.
    8. 8

      Friday 15:00 · Invoice

      Rounds, repairs and call-outs on one list to invoice

      On Friday the list of finished visits without an invoice holds five rounds at £60, five call-outs at £75 and Sam's door repair by the hour. Dan creates the invoices from the signed reports: the agreed prices and the repair lines move across, VAT is added and his bank details sit at the bottom.

      • Agreed prices and repairs side by side
      • Invoice lines taken from the signed reports
      • Payment reminders for overdue invoices

      SoloProfessional

      Finished rounds, gritting call-outs and a repair waiting for an invoice with their amounts
      Illustration. Real screens with demo data are coming soon.
    Why it matters

    Five buildings, one van, and nobody wrote it down.

    A property maintenance contract is a promise to be there every week and every frosty morning. The work gets done. What goes missing is the record: which bulb was changed, which path was gritted at what time, and whether that repair was ever billed.

    Today

    • Rounds done from memory, faults noted on a scrap of paper
    • Tenants ring the operative's mobile directly
    • Gritting mornings organised by text at 5 a.m.
    • No proof of when a path was salted after a slip claim
    • Small repairs done and never invoiced

    With Bidmio

    • Each building's round opens itself with its checklist
    • Every repair becomes a request with a deadline
    • One tap calls out gritting for every site on the contract
    • Time, photos and checklist on each gritting visit
    • Finished visits wait on one list until they are invoiced

    Live demo

    Try the service part of Bidmio with demo data

    A demo account with customers, sites, agreements, visits and reports already in it. No sign-up needed, and the data is reset every day.

    Today's overview for a property maintenance firm with late, unassigned and finished visits
    Open the demo

    One look on Friday

    Rounds, repairs and call-outs not invoiced yet

    Finished visits without an invoice are listed with the amount waiting. Create the invoice from the list. Visits included in a contract stay out of it.

    List of finished property maintenance visits without an invoice and a Create invoice button
    In detail

    Property maintenance in Bidmio: rounds, repairs and winter service

    The week above followed one managing agent. Here is how the same pieces work across your whole portfolio, and what Bidmio does not do.

    Rounds that open themselves

    Every building you look after can have its own agreement on the whole site, with an interval in days, a first date and a few days of slack. Visits open on the due date with the checklist attached, and the cycle keeps to the planned dates even when a round runs late.

    A building that also has a lift, a boiler or a pump you service can have agreements on those devices next to the round. Both appear in the same list.

    • Agreements on buildings and on devices
    • Checklist on every round
    • Cycle that does not drift

    Winter service on call

    Gritting and snow clearing do not follow a calendar. An agreement marked On call (winter service) never opens a visit by itself. Its start date marks the start of the season. When the frost comes, Call out now on the agreements page opens a visit for every on-call agreement whose season has begun, all due that day.

    Each call-out is an ordinary visit: the operative starts it, ticks the checklist, adds photos and finishes it. With a price on the agreement, every call-out ends with one line at that price. At the end of the season you end the agreements, and in autumn you give them a new start date.

    • On-call agreements stay quiet until called out
    • One tap opens every site, never twice the same day
    • Price per call-out on each report

    Fixed prices, hours and monthly fees

    With a fixed price on the agreement, the visit's own hours stay on the report at zero and one line carries the agreed price. Parts and extra material you add go on at their own price. Repairs outside the contract are billed by hours and parts.

    A monthly management fee is not set on the agreement. Send it as a recurring invoice from Finance and mark the covered visits as included in the contract, so they do not wait for an invoice of their own.

    • One price line per visit
    • Extra parts billed on top
    • Monthly fees as a recurring invoice

    What Bidmio does not do for property maintenance firms

    Bidmio does not read weather forecasts and does not call out gritting by itself: someone presses the button. It does not record the tonnes of salt used as a separate figure; you note it on the checklist or as material. It is not block management software for leaseholders, service charges or tenancy accounts.

    Bidmio does not file anything with HMRC, has no Making Tax Digital submission and does not connect to Xero, QuickBooks or Sage.

    • No automatic call-out from the weather
    • No service charge or leaseholder accounts
    • No HMRC filing or accounting software link

    How to start

    On a new account the service module is already on; on an older one an administrator switches it on under Settings → Service. Start with one managing agent, its buildings and a weekly round on each, then add the winter agreements before the first frost.

    Typical work

    Software for everything a maintenance firm does

    From a light bulb on the third floor to a 5 a.m. gritting run.

    • Caretaking rounds

      A weekly or fortnightly round per building with its checklist and price.

    • Reactive repairs

      Doors, locks, leaks and lights as requests with a deadline and an operative.

    • Gritting and snow clearing

      On-call winter agreements, called out for every site in one tap.

    • Grounds and communal gardens

      Mowing and hedge cutting as agreements on the same building.

    • Managing agents

      One customer with many buildings, each with its own contact and history.

    • Plant and equipment

      Pumps, gates or boilers you service, with agreements on each device.

    Switching

    What you can stop using

    Customers and their buildings can come in from a spreadsheet. We help you on a call when you switch.

    • A round sheet on a clipboard

      A checklist on every visit

    • Gritting organised by group text

      One call-out for every site

    • Repairs taken on the operative's mobile

      Requests with a deadline in one list

    • Invoices typed at the end of the month

      Invoices from each signed report

    See everything Bidmio does →

    Pricing

    Start with your own buildings, add operatives as you grow

    14 days free, no contract.

    • Solo

      A caretaker working alone or with a helper, up to 2 people

      €19/mo.

      • Buildings, agreements and visits
      • Winter call-outs and fixed prices
      • Signed reports and invoices in pounds
      • Bank statement import and matching
      • Website and enquiry forms
      Try Solo
    • For maintenance firms with operatives and vans

      Professional

      A maintenance firm with operatives and vans

      €49/mo.

      • Everything in Solo
      • More operatives to share the visits
      • Checklists with photos on every visit
      • Stock in every van
      • Vehicles and trip log
      Try Professional

    • Developer

      Larger refurbishment projects

      €99/mo.

      • Everything in Professional
      • Itemised budgets
      • Change orders and cost forecasts
      • Tools and machinery
      • Online appointment booking
      Try Developer
    • Plans in euros, your invoices in poundsBidmio plans are billed in euros. Everything you send to managing agents and landlords, quotes and invoices included, is in pounds with UK VAT.
    • Your accountant keeps the booksInvite your accountant as an external user or send a CSV export. Bidmio does not file with HMRC and does not replace Xero, QuickBooks or Sage.

    Compare every feature on the pricing page →

    Questions property maintenance firms ask about Bidmio

    How does the winter gritting call-out work?

    Mark the building's agreement as On call (winter service) and give it a start date for the season. It never opens a visit by itself. When you press Call out now, Bidmio opens a visit due today for every on-call agreement whose season has started, and a building that already has today's call-out is not opened again.

    Can I prove when a path was gritted?

    Yes. Each gritting visit records when the operative started and finished, the ticked checklist and the photos, and the signed report stays in the building's history. Checklists with photos are part of the Professional plan.

    Does Bidmio call out gritting from the weather forecast?

    No. Bidmio does not read forecasts. Someone in your firm decides and presses the button.

    Can a round have a fixed price?

    Yes. Enter the price without VAT on the agreement. Each finished round gets one line at that price, with the hours shown at zero. Parts you add are charged on top.

    Do I need equipment to create an agreement?

    No. An agreement can cover a whole building. If you also service a pump or a gate, that device can have its own agreement too.

    How do repairs from tenants come in?

    The office turns each call or email into a service request on the right building, with a deadline and an operative. A request form on your website can collect them as well.

    Is the service module switched on?

    On new accounts it is on from the start. On an older account an administrator switches it on under Settings → Service.

    Further reading

    Get ready before the first frost

    Add one managing agent with its buildings, set a weekly round and an on-call gritting agreement on each, and try a call-out.

    Start your 14-day free trialBook a call
    • UK GDPR compliant
    • 14 days to try it
    • Each firm's data kept separate