OUR PROCESS
Property maintenance built around everything the job actually demands.
We didn't stumble into working for landlords. Otto was built from the inside - by people who managed Build to Rent maintenance portfolios and saw the same problems repeated at scale.
Skilled tradesmen would fail at professional property maintenance. Not because they couldn't do the work. Because nobody had built a maintenance company around everything else the job demands - the communication, the reporting, the parts matching, the tenant updates, the photography, the follow-up.
So we did.
01
INTEGRATION
Integrated with FixFlo from the start
Our job management system connects directly to FixFlo. When you request a quote, we receive the tenant details, job photos, description and IS number instantly — no emails, no chasing, no re-keying information.
From there, every job flows through Otto Quote - bespoke software we built because nothing off the shelf came close.
02
QUOTING
Quoted to a schedule of rates
Every quote is built using agreed schedule of rates, so you get complete cost clarity and consistency between jobs. No surprises, no variation between one job and the next.
But here's where it gets interesting. Each line item in a quote is linked to the exact materials and tool kits required to complete the job. From the moment a job is quoted, we know what to pack.
03
PREPARATION
The right tools. Every time.
A case labelled "silicone" doesn't just contain silicone. It holds the gun, the smoothing tools, the scrapers for removing the old bead, long-reach tools for behind taps, and the paper towel for cleaning up afterwards.
Every kit is linked to Otto Quote, so nothing gets forgotten.
04
SPECIFICATION
Identical replacements, not best matches
A repair shouldn't look like a repair. It should look like nothing ever went wrong.
We keep a specification database for every property development we work on. When a part needs replacing, we don't grab the closest match from a local supplier on the day - we use identical replacements. Repairs are seamless, jobs take less time, and the finish is indistinguishable from the original.
When tenants can see us coming, they stop calling you.
From the moment a job is awarded to the moment we leave the property, both you and the tenant know exactly what's happening - without having to ask.
05
COMMUNICATION
Tenants stay informed, so they don't chase you
Once a job is awarded, the tenant receives a message confirming we've received it. If materials need ordering, both you and the tenant are updated. When an appointment is confirmed, it's added to FixFlo automatically - so you can see exactly when we're attending.
On the day, tenants get a live tracking link so they can see our arrival to the minute.
06
REPORTING
Reporting that's actually useful
Job photos are often your only window into a property, so we shoot high-resolution photography on the latest iPhones and sync everything to FixFlo automatically. You never have to ask.
Every job comes with a written report — a clear diagnosis of what happened and what we fixed, in plain English rather than trade jargon. Because a report you can't understand isn't a report.
07
PROACTIVE
We spot what you can't see
We don't just fix the problem you raised. When we notice something else - silicone that's starting to fail, a seal that's about to go - we photograph it, write a clear report, and raise a further works job with a quote already attached.
The shower gets resealed before it leaks into the hallway. That's what having a maintenance partner on the ground actually looks like.
Ready to see the difference?
If you manage properties in the West Midlands and you're tired of chasing contractors, let's talk.