What happens if the owner refuses the quote?

The case comes back to you, with the refusal timestamped. You can ask for another quote, talk it over with the owner or close the case. Nothing goes to the contractor without a decision.

Who decides that a quote must go to the owner?

You do, according to the mandate. The mandate instructions are visible in the case, and you choose whether to accept the quote yourself or submit it to the owner. The AI does not make that decision.

Does this also work in a co-owned building?

Yes, for a repair in a private unit: the co-owner concerned receives the quote and answers from the same kind of link. For common parts, the association's rules apply, up to a decision by the general meeting. See the syndics and co-ownership page.

Can the owner follow the case afterwards?

Yes, if he is set to receive updates on the case: he is told by email about the appointment and the end of the work. He still does not need an account.

Owner approval

A boiler to replace in Schaerbeek. The owner lives in Lisbon and does not pick up.

When a repair needs the owner's approval, that is often where the case stalls: a quote as an attachment, an unanswered email, a missed call. With Colively, the owner receives the quote with a secure link and answers in one click, no account. The same link works for a co-owner when a repair in their private unit needs approving. Here is the work order.

Try it on your own requests See how it works

Ref.: AP-2208
Property: Rue Josaphat 48, apt 2, Carvalho mandate
Opened: Mon. 08:36

01Report

The tenant writes. The case already knows who has to approve.

An email at 08:36. Colively opens the case on the right flat, and the case shows what the agency already knows: the owner, Mr Carvalho, lives in Portugal, and the mandate instructions require his approval for a replacement. Nobody has to look up his address.

The flat's owner attached to the case
Mandate instructions visible from the moment it opens
Acknowledgement sent to the tenant

EmailMrs Janssens, apt 2 · 08:36

Hello, the boiler stopped again last night. The technician who came in October said it was at the end of its life. We have two children, can you act quickly?

Extracted by Colively

Issue: Boiler down, end of life
Property: Josaphat 48, apt 2
Owner: Mr Carvalho, abroad

PRIORITY

02Triage

Two heating engineers quote for the replacement.

A boiler at the end of its life does not get repaired one more time. You ask for two replacement quotes: both heating engineers receive the same request, with the photo of the rating plate and the breakdown history. The owner will want a price he can trust.

Contractors suggested from your jobs in the building
Several quotes requested in one click
Breakdown history attached to the request

Suggested contractors

Chauffage MertensHeating engineer · Repaired this boiler in October
Schaerbeek ChauffageHeating and plumbing · Stable pricing across your last cases

Request two quotesOne click, 09:02

SENT TO 2 CONTRACTORS

03Quote

Both quotes arrive as PDFs. You choose the one to submit.

Each heating engineer sends his own PDF. Colively reads it and pre-fills the total, VAT and scope, with the exact line from the document shown beside each value. You check, you compare, and you keep the one you will submit to the owner.

Quote PDFs read, source line shown, you confirm
Quotes compared in the same case
One quote retained, submitted in one click

Chauffage Mertens

via email link, Tue. 16:20

€3,480.00

24 kW condensing boiler: €2,150.00
Removal, installation and connections: €1,080.00
Commissioning and disposal: €250.00

TO SUBMIT

Other quotes received

Schaerbeek Chauffage · received Tue. 18:05, not retained€3,790.00

04Approval

The owner approves from Lisbon, on his phone, with no account.

Mr Carvalho receives an email with the quote and a secure link. He opens it in the evening, reads the quote and approves it. He could have refused it: the case would have come back to you. No account to create, no password. His answer is timestamped in the case, and the heating engineer can be scheduled.

Secure link, specific to this quote
Approve or refuse, in one click
Answer timestamped in the case

Owner approval

Boiler replacement, Josaphat 48 apt 2€3,480.00

Quote sent to Mr Carvalhoby email, Wed. 09:10
Approved by Mr Carvalhosecure link, Wed. 21:52
Appointment with the heating engineerslots requested from the tenant

APPROVED

05Appointment

The tenant proposes her slots. The heating engineer takes one.

As soon as the approval is in, Mrs Janssens gives the half-days when she is in, by email or from her link. The heating engineer picks the one that suits him, or proposes another. The owner can be kept informed of the date, without having to do anything.

Tenant's slots, contractor's choice
Counter-proposal confirmed by the tenant
Owner kept informed if he wishes

Slots proposed by Mrs Janssens

Mon. 08:00 to 12:00
Tue. 13:00 to 17:00

No slot works? The heating engineer proposes another, Mrs Janssens confirms by email.

Reminder sent to Mrs Janssens and the contractor Sun. 18:00

06Invoice

The invoice is checked against the quote the owner approved.

The heating engineer's invoice arrives through his link and files under the Carvalho mandate. Colively reads it and compares it with the approved quote: same amount, nothing to flag. The owner's approval stays attached to the case, with the date and time, for recharging.

Invoice compared with the approved quote
Timestamped approval kept with the invoice
Export by owner in one click

F-2026-0521Chauffage Mertens

€3,480.00

Quote approved by the owner: €3,480.00
Invoiced: €3,480.00

Attached to case AP-2208, Carvalho mandateExport 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

No. He receives the quote by email with a secure link, specific to that quote, and approves or refuses it from that link, on phone or computer. No account, no password.

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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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