How are owner approval thresholds handled?

The mandate instructions are visible in every case. The property manager decides, with the facts in view, whether to send the contractor directly or to submit the quote to the owner. No transition is automatic.

Does the owner get access to Colively?

They do not need an account. The property manager sends the quote from the case: the owner approves or refuses it from a secure link, and the answer is timestamped in the case. The job report reaches them by email the same way.

Can invoices be exported by mandate for accounting?

Yes. The accounting export works by owner, by property or by period, with the accepted quote and the invoice side by side.

Letting agencies

Three property managers, four hundred units, and the owner asking where his quote is.

In an agency, maintenance is a shared flow: requests land in a common inbox, quotes wait for an owner's approval, and recharging gets prepared at month end. Colively keeps the thread of every case for the whole team. Here is the one for a water heater, from report to invoice.

Try it on your own requests See how it works

Ref.: AG-7714
Property: Rue Souveraine 22, apt 3B, Vandenberghe mandate
Opened: Tue. 09:17

01Report

The tenant writes to the agency. The case lands in the right queue.

An email to the agency's general address, with a "hello" and plenty of context. Colively extracts the property, the mandate and the problem, opens the case and files it in the queue of the property manager responsible for the building.

An email address dedicated to the agency
Property, mandate and urgency identified on reading
Each property manager sees their queue, the team sees everything

EmailMr Aydin, apt 3B · 09:17

Hello, since last night we have had no hot water in the flat. The water heater is making an unusual noise. Could you send someone?

Extracted by Colively

Issue: No hot water, water heater noise
Property: Souveraine 22, 3B
Mandate: Vandenberghe

PRIORITY

02Triage

You approve, and two heating engineers receive the request.

The case shows the mandate and what the owner has authorised. For a water heater, you ask for two quotes: both contractors receive the same request, with the photo and the address. You will choose afterwards, on price or on availability.

Contractors suggested from your jobs in the building
Several quotes requested in one click
Mandate instructions visible in the case

Suggested contractors

Thermo Service BruxellesHeating and plumbing · Already works on rue Souveraine
Chauffage DelvauxHeating · Stable pricing across your last cases

Request two quotesOne click, 09:31

SENT TO 2 CONTRACTORS

03Quote

Both quotes arrive. You forward one to the owner.

Each contractor quotes from his link. The quotes line up side by side in the case, under the mandate. You keep the most suitable one and forward it to the owner in one click, with the history. He approves or refuses it from a secure link, without creating an account, and his answer comes back to the case.

Quotes compared under the same mandate
Owner approves or refuses by secure link, no account
Answer timestamped in the case

Thermo Service Bruxelles

via email link, 14:05

€640.00

Safety valve and heating element replacement: €410.00
Labour and call-out: €230.00

OWNER APPROVAL

Other quotes received

Chauffage Delvaux · received 15:40, not retained€715.00

04Appointment

The tenant proposes his slots. The retained contractor takes one.

Once the quote is accepted, the tenant says from his email when he is in. The contractor takes one, or proposes another if he is already booked. The agency sees the appointment in the schedule, without making a single call.

Shared schedule for the whole team
Tenant's slots, contractor's choice
Automatic reminder the day before

Slots proposed by Mr Aydin

Thu. 08:00 to 10:00
Thu. 13:00 to 15:00
Fri. 10:00 to 12:00

No slot works? The contractor proposes another, the tenant confirms by email.

Reminder sent to Mr Aydin and the contractor Wed. 18:00

05Closure

The tenant confirms. The owner can be informed the same day.

The tenant confirms the hot water is back. The case moves to closure. If the owner wants a report, everything is already there: messages, photos, quote, decision.

Confirmation on the tenant's channel
Full history ready for the owner
Dispute possible in one reply

EmailMr Aydin, apt 3B · Thu. 11:20

The hot water came back this morning, thank you for the quick response.

CONFIRMED

06Invoice

The invoice attaches to the mandate. Recharging is ready.

The contractor's invoice arrives through the same link and files under the right mandate. At month end, the export by owner comes out in one click, with the accepted quote alongside.

Invoice attached to the quote and the mandate
Export by owner or by period
Contractor payment tracking

F-2026-0442Thermo Service Bruxelles

€640.00

Quote accepted: €640.00
Invoiced, Vandenberghe mandate: €640.00

Attached to case AG-7714Export by owner

CLOSED. Case archived. Every message, file, quote and decision is kept.

Try it with a real tenant emailNo account, 60 seconds

Frequently asked questions

Yes. Each organisation has a shared inbox. Cases are visible to the whole team and can be filtered by property manager, by property or by urgency. There is no limit on the number of property managers.

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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