Do we have to send a contractor for a tripped breaker?

Not necessarily. For a simple issue (tripped breaker, radiator to bleed, blocked trap), Colively first sends the tenant a few safe steps to try, never for gas. If they do the job, the tenant closes the request themselves. Otherwise the case runs its normal course, and you can switch these guides off if you prefer.

Do tenants need to use a particular address?

Yes, your organisation gets a dedicated email address. A message sent elsewhere can be forwarded to Colively and will be handled the same way, email chain included.

Can only the tenant report a problem?

No. Anyone linked to the property can write to the same address: tenant, owner, occupant, and in a co-owned building, the caretaker or a member of the co-ownership council. Each has a role in the case: kept informed, giving access, confirming the work is done or approving the quote.

Can the AI get the property or the urgency wrong?

It can. That is why the raw message stays displayed next to the extraction, and nothing goes to a contractor without your approval. You correct it in one click. How the AI works is described on the security page.

Can we keep receiving reports by phone?

Yes. A call gets summarised in a message sent to Colively, which opens the case as it would for an email. Most managers find that tenants switch to writing on their own once they have received the acknowledgement.

Tenant reports

The tenant writes "it's leaking". The case knows where, since when, and how badly.

Report forms never get filled in, and tenant portals never get installed. Colively takes the email as it arrives, with no form and no app, and turns it into a structured case. When something is missing, Colively asks, not you. Here is the work order for an incomplete message.

Try it on your own requests See how it works

Ref.: SG-1188
Property: Rue de Flandre 9, 1st floor
Opened: Mon. 07:52

01Report

A six-word message. A complete case all the same.

"Hello, the kitchen is leaking." No address, no photo. Colively recognises the tenant by their email address, opens the case on the right property, and sends them a secure link to say where the water is coming from and attach a photo. The case is waiting, complete, when you get in.

By email, with no form and no app
Tenant and property recognised on reading
Automatic request for details by email

EmailMr Diallo, 1st floor · 07:52

Hello, the kitchen is leaking.

Completed by the tenant at 08:06

Issue: Leak under the sink, photo attached
Property: Flandre 9, 1st floor
Since: Last night

URGENT

02Triage

You open a readable case, not an email to decode.

The original message, the photo, what Colively understood from it and the tenant's reply are on one page. You approve the suggested contractor, or add a second one to compare. Nothing was typed in, everything can be checked.

Raw message and extraction side by side
Contractor suggested from your history
You approve, AI never decides alone

Suggested contractor

Plomberie Van AckerPlumbing · Average response time: same day

Approve and sendOne click, 08:40

SENT TO THE CONTRACTOR

03Quote

The contractor already has the photo. He quotes without a site visit.

Because the report is complete, the contractor can estimate from his link. He asks a question in the thread if he needs to, the tenant answers directly. The quote attaches to the case, you accept it.

Quote by link, without a prior visit where possible
Contractor questions and tenant answers in the same thread
Amount and scope captured

Plomberie Van Acker

via WhatsApp link, 10:15

€140.00

Trap and seal replacement: €45.00
Labour 1h: €95.00

QUOTE ACCEPTED

04Appointment

The tenant proposes his slots by email. No call to make.

Mr Diallo replies to the email with two times when he is in. The contractor takes one from his link, or proposes another if none works. The appointment is set, the reminder goes out the day before.

Tenant's slots by link or simple reply
The contractor picks or counter-proposes
Reminder the day before to both parties

Slots proposed by Mr Diallo

Tue. 09:00 to 11:00
Tue. 14:00 to 16:00

No slot works? The contractor proposes another, Mr Diallo confirms by email.

Reminder sent to Mr Diallo and the contractor Mon. 18:00

05Closure

The tenant confirms by email, where he first wrote.

The confirmation request arrives by email, like the report. The tenant replies in one word. The case closes with his answer inside it.

Same channel from start to finish
Dispute possible in one reply
You only step in when there is a problem

EmailMr Diallo, 1st floor · Tue. 16:20

Fixed, thanks.

CONFIRMED

06Invoice

The invoice joins the case. The report is archived in full.

The contractor sends his invoice through the same link. The case holds everything: the six-word message, the photo, the extraction, your decision, the quote, the appointment, the confirmation and the invoice.

Full audit trail, message by message
Invoice attached to the quote
Accounting export in one click

F-2026-0133Plomberie Van Acker

€140.00

Quote accepted: €140.00
Invoiced: €140.00

Attached to case SG-1188Accounting export

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

Try it with a real tenant emailNo account, 60 seconds

Frequently asked questions

Colively opens the case with what it understood, then asks the tenant for what is missing by email, with a secure link to reply or attach a photo. The case stays on hold until it is complete, and you do not have to call back.

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.

Try it free →Talk to a human