🧰 Everything Maintenance – Owner
We aim to keep your property safe, well-maintained, and cost-effective through a structured, transparent maintenance system.
This section explains how we handle maintenance, what’s expected from owners, and how you can partner with us to protect your investment.
1️⃣ Maintenance Technology Platform
We manage all maintenance through AppFolio, our property management system—from preparing your home for rent to handling resident requests.
- You’ll receive email or text updates for every work order.
- Simply reply to the message—AppFolio automatically keeps the full communication history grouped by work order.
- This ensures nothing is missed and every decision is documented for your records.
2️⃣ Work Order Types & Response Timelines
Residents typically submit 6–10 maintenance requests per year once settled in.
We always troubleshoot first with the resident before dispatching vendors to save unnecessary costs.
Category | Legal Response Time | GPS Process |
Emergency | Begin repair within 24 hours | Immediate dispatch; owner notified right away. Examples: no heat, water, or power; unstoppable leak; gas leak; fire hazard. |
Urgent | Begin repair within 72 hours | Notify owner; proceed if no response in 24 hours. Examples: broken refrigerator, stove, or major plumbing fixture. |
Standard | Begin repair within 10 days | Notify owner; proceed if no response in 48 hours. Examples: minor leaks, non-critical items. |
🕒 Please respond promptly when notified. If we don’t hear back, GPS will act in your property’s best interest to stay legally compliant and protect your tenant relationship.
3️⃣ Service Call Fees
Some vendors charge a service call fee just to inspect or diagnose an issue.
These typically include:
- Plumbers
- Electricians
- Appliance technicians
- HVAC and fireplace specialists
- Garage door and locksmith services
We’ll always communicate estimated fees before scheduling when possible.
4️⃣ Higher-Cost Repairs & Funding Options
If a repair exceeds your reserve balance, we’ll request additional funds before proceeding.
Ways to Contribute:
- Owner Portal Contribution: Send funds directly through your AppFolio Owner Portal.
- Wire Transfer: Contact care@gpsrenting.com or your Maintenance Coordinator for wire details.
5️⃣ Large Projects (Over $10,000)
Complex repairs require additional coordination, oversight, and vendor management. A 10% project management fee applies to these projects, such as:
- Kitchen or bathroom remodels
- Roof or septic replacement
- Sewer line repair
- Whole-home renovation
GPS oversees the scope, bids, progress, and quality to ensure the project is completed professionally.
6️⃣ Preventive Care & Property Standards
Gutters & Roof:
While not mandatory, annual gutter and roof cleaning are highly recommended to prevent water intrusion and costly roof repairs.
Landscaping Responsibilities:
Property Type | Responsible Party |
Single-Family (no HOA) | Resident |
Single-Family (with HOA) | HOA or resident per HOA rules |
Multi-Family (shared yard) | Owner |
Multi-Family (separate fenced yards) | Resident |
Trees | Always owner responsibility |
GPS can coordinate landscaping for owners who prefer vendor-managed maintenance (typically twice monthly in spring/summer and once monthly in fall/winter).
7️⃣ Insurance Claims
GPS can assist with documentation but cannot file claims on your behalf. If a covered event occurs, you (the owner) must file the claim directly with your insurer.
Common claim types include:
- Fire or smoke damage
- Water or flood damage
- Storm or hail damage
- Mold growth or plumbing failure
- Vandalism, theft, or liability claims
We’ll provide incident details, invoices, and photos to support your claim.
Always report promptly to your insurer and consult your agent for coverage specifics.
8️⃣ Owner-Preferred Vendors
You may choose your own vendor, provided they meet GPS standards:
- Licensed, bonded, and insured
- Communicate promptly and submit completion photos
- Agree to follow GPS procedures
Owners must also sign a Vendor Waiver Form acknowledging that GPS is not liable for performance or delays by that vendor.
👉 Owner Vendor Waiver Form
⚠️ Lower-cost vendors can appear attractive but often lead to rework, delays, and higher long-term costs.
GPS’s preferred vendors are vetted for quality, reliability, and compliance to protect your investment.
9️⃣ Partner with Us
Your Pod Leader and Maintenance Coordinator (MC) are your key contacts for all repair-related questions.
They’ll:
- Help troubleshoot issues before dispatching vendors
- Recommend trusted vendors and preventive maintenance plans
- Keep you informed every step of the way
💚 Our goal is simple: protect your property, manage costs, and deliver a smooth maintenance experience—for you and your residents alike.
If you love our service, give us a shout out here. If you have some feedback to us, use the same link. We are always here to listen and improve our service!
