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How it works

From the first email to the contractor's invoice, without re-entering a thing.

We handle the organisational work. You keep control of the decisions. The contractor receives a clear brief, not a ten-email thread.

See it in motion

The whole flow, start to finish.

01
Inbound
Tenant, owner, or caretaker writes by email, as usual.
02
Case
AI structures a complete case in seconds.
03
Coordination
You approve. Contractor and tenant pick a slot.
04
Outbound
Each contractor gets the job by email or WhatsApp.
05
Closing
The invoice attaches, the case closes, fully traceable.
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Automatic message reading

An email comes in. A ready-to-process case file comes out.

Raw email
From: antoine.dupont@gmail.com
To: maintenance+your-agency@colively.app
Subject: Heating stopped working

Hi,

The heating in my flat (3rd floor left) stopped working this morning. I tried restarting the boiler but nothing. It's 14°C inside.

I'm available all week except Thursday. My number is 0470 12 34 56.

Thanks, Antoine

Extraction
in 4s
Structured caseURGENT
Category
Heating · complete failure
Room
Whole flat
Urgency
High (cold season)
Property
12 chaussée de Wavre, 3rd fl. L.
Part
Private · individual boiler
Reported by
Antoine Dupont, tenant
Phone
0470 12 34 56
Availability
Mon–Wed · Fri · excl. Thu.
Action already taken
Boiler restart attempted
Trade needed
Qualified gas heating engineer
Target deadline
Within 24h
You stay in control. Everything extracted remains editable and visible in the case history. Nothing is sent without your approval.
The full process

From first message to closure, step by step.

STEP 01
REPORT

Someone writes. We read. We file.

A tenant, an owner, the caretaker or a member of the co-ownership council writes to your organisation's dedicated address, or you forward the email. Within seconds, AI reads the full message (even forwarded chains, in French, Dutch, or English) and extracts what matters: what, where, who, how urgent. No manual entry.

Dedicated email address for your organisation
Any resident can report
Everyone is contacted in their own language: FR, NL or EN
No app to install
STEP 02
CASE CREATED

A structured case, even if the message was incomplete.

A case is opened automatically. Colively suggests whether it concerns a flat or the common parts (lift, roof, facade, shared heating), based on the building's own rules. When in doubt, the case waits for you instead of guessing. If another resident reports the same common breakdown, their email joins the existing case. If something is missing, the sender gets a secure link or simply replies to the email. For a simple issue (tripped breaker, radiator to bleed), the tenant first gets a few safe steps, never for gas, and can close the request themselves.

Acknowledgement sent to the sender
Common or private part suggested, you confirm
Duplicate reports merged
Safe self-fix steps offered for simple issues
STEP 03
TRIAGE

You approve. In one click.

Your team gets a clear overview of all incoming cases, and every morning a digest of what is waiting. One click to review, approve, and invite a contractor, or several in parallel. No spreadsheets, no forwarded emails, no status chasing.

Overview plus a daily email digest
Contractors suggested from your history
One or several contractors invited in parallel
Request drafted for you
STEP 04
QUOTE

Contractor receives and responds. No account, no training.

The contractor receives the request by email or WhatsApp, no account needed, and Colively chases them if they are slow. They send their quote through a secure link or by replying to the message. Several contractors invited? The first approved quote with a confirmed date wins, and the others are told. The PDF is read automatically: total, VAT, dates and scope are pre-filled, with the exact line from the document alongside, and you confirm. If the owner has to approve, they approve or refuse from a link. In a co-ownership, the association's rules apply: what you may approve alone, when several quotes are needed, when the general meeting has to decide.

Several contractors competing, chased automatically
PDF quote read and pre-filled, you confirm
Owner approval by link, no account
Co-ownership spending rules applied
STEP 05
SCHEDULING

Quote approved. The appointment falls into place between their availabilities.

The person giving access (the tenant, the occupant, or the caretaker for a common part) lists several slots from their secure link or by replying to the email. The contractor takes one, or proposes another if none works. If they need to see the site first, the survey visit is scheduled the same way. Calendar invite for everyone, and a reminder the day before with one-click confirm or cancel.

Time slots proposed by whoever opens the door
Contractor takes one or proposes another
Site survey scheduled when needed
Day-before reminder, confirm or cancel in one click
STEP 06
CONFIRMATION

Work is done. The resident confirms.

When the contractor marks the job complete, the person named on the case receives a confirmation request by email. They confirm, or raise a dispute, with a single click or a reply. Your team steps in only when needed.

Confirmation request by email
Confirm or dispute with one click or reply
Your team steps in if needed
Full history preserved
STEP 07
CLOSURE

Invoice received. Case closed cleanly.

The contractor submits their invoice through the same secure link. It is read and checked against the approved quote or agreed price: if it is higher, it is flagged to you before sign-off. Who pays (owner, tenant, co-ownership) is set upfront or decided after the work from the cause the contractor reported, and the invoice is sent to them. The case closes with a full audit trail of every message, file, quote, and decision.

Invoice read and checked against the quote
Who pays decided after the work if needed
Invoice sent to whoever pays
Case archived
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Before Colively

What used to get lost.

The quote buried in Outlook

The contractor replied 9 days ago. Their email is buried under two others. The tenant is calling again.

The appointment never confirmed

Contractor free Tuesday 10am. Tenant happy with Wednesday 2pm. Nobody told each other.

The forgotten follow-up

You thought your colleague had followed up. The case has been sitting for eight days.

The invoice above the quote

Quote accepted at €1,240, invoice at €1,610. Nobody noticed before it was paid.

With Colively, nothing sits idle. Every request has a next step, and an owner.

Go to app →

Frequently asked questions

The case is created with whatever is readable. Colively then asks the sender for what is missing (photo, floor, availability) through a secure link or a simple reply to the email, and the case stays pending until complete.
Ready to stop chasing contractors?

Try it on your own requests. Free, no credit card.

Forward a real email from a tenant or co-owner and watch what it becomes. Your first cases are on us: judge the result before you pay.

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Try it with a real tenant emailNo account, 60 seconds