Maintenance isn't
the hard part.
Chasing people to
get it done is.

VendorLoop schedules and tracks maintenance jobs over text so you don't have to chase anyone. Start With One Job You assign the job. Then you spend the next few days checking texts, voicemails, and emails just to keep things moving.
The problem

You already know how this goes.

The vendor doesn't respond. The tenant asks for updates. You follow up. Again. Scheduling goes back and forth. The vendor shows up late, or not at all. A week later, an invoice shows up. You're trying to remember what job it belongs to.

Before the software: copy a script from a notepad, paste it into a text, delete the name, type the new name, add the address, hit send. Do that for every job. Then remember to check back. Then call if they haven't responded. Then update a spreadsheet. Then do it again for the tenant. That's one job. Now multiply that by 10 to 30 jobs at once.
You're not managing maintenance. You're managing communication about maintenance.
Most systems track work orders. They don't actually coordinate them.

"Before using this, most of my problems were related to getting projects scheduled."

Bryan L — 303 Contractor
End of day You've been moving all day. Checking in, following up, putting out small fires. And you still don't have a clear picture of where everything stands. By the end of the day, nothing is fully resolved.
  • There are still jobs in limbo.
  • Still vendors who haven't responded.
  • Still tenants waiting on something.
Nothing is fully clear.

You're still in it.

And when you're done for the day, you're still not sure it's moving. You check again before bed. Did the tech get the work order? Did anyone reach the tenant? You won't really know until morning.
The shift

There's a simpler way to run this.
You assign the job once. And then you're out of it.

The communication happens automatically. And once communication is handled, the status takes care of itself.
  • The vendor gets a text with the work order, address, and tenant info. No login needed.
  • The vendor picks a time. The tenant gets a text to confirm.
  • If anyone doesn't respond, the system follows up automatically.
  • You only step in when something actually needs your attention.
If the vendor doesn't respond in 24 hours, the system checks in again. If the tenant doesn't confirm, the system follows up. You get notified only when something isn't moving.
VendorLoop dashboard and text scheduling A job moves from assigned to scheduled without you tracking it manually.
Assigned
Texted
Scheduled
Done
Invoiced
When it's done, the invoice is already tied to that job. Photos attached automatically.

No chasing. No guessing. No trying to remember what's been handled and what hasn't.

"Tenant complaints have dropped significantly. I can quickly check the status of projects and only step in when needed."

Laura R — Property Manager
What actually changes
  • 85% of tenants confirm on the first text, no follow-up needed. Give one time option, not three. Most tenants just take it.
  • 65% of vendors respond within 24 hours of the first text. The system follows up automatically for the rest. You don't have to track it.
  • 10 min per job for a coordinator using the system, versus an hour without it. The timeline of the job doesn't change much. Your capacity does.
  • 15–20 jobs per day for one coordinator, versus 3 to 5 without the system. Same person. Same hours. Four to five times the output.
  • 1 min to check job status on the dashboard, versus 30 minutes of manual tracking. Open the dashboard. Everything is there. No calls, no texts, no spreadsheet.

"Before this, I'd assign a job and then think about it all day. I'd go to sleep wondering if the tech even got it. Now I just watch it happen in real time."

Property Manager
Used by property managers handling anywhere from 10 to 200+ units.

Want to see if this works for your jobs?

Start With One Job

Most teams are already moving to text-based coordination. This just makes it automatic.

Where this came from This didn't come from a product team. It came from someone dealing with this every day.
John Rarity, Founder of VendorLoop John Rarity Founder, VendorLoop
He used to run a maintenance company. He wasn't struggling with the work itself. He was struggling with everything around it.
  • Vendors not responding.
  • Tenants asking for updates.
  • Jobs getting stuck halfway through.
  • Constant back-and-forth just to get something scheduled.
So he built a simple system for himself. Something that would reach out automatically, handle scheduling, track what was actually done, and tie everything back to the job. Most days weren't spent doing maintenance. They were spent coordinating it. Trying to keep anything from slipping. At first it just made his own days easier. Then he and one part-time coordinator were running 15 to 20 jobs a day across three states. Then he realized the problem wasn't his company. It was how maintenance gets coordinated everywhere. Now, as a fractional coordinator, he processes five new jobs in about 30 minutes instead of spending two and a half hours calling, texting, and checking email. So he turned it into this.
How it actually works in the real world
  • ✓Vendors won't log into another system. That's why this runs entirely through text. If it requires extra steps, people won't use it.
  • ✓Tenants don't need an account. They just reply Y or N.
  • ✓You probably already have software for this. It just doesn't actually get used. This runs alongside whatever you're already using.
  • ✓A part-time coordinator runs about $2,000 a month. This handles the coordination automatically, without the headcount.
  • ✓Setup takes one job. Enter the address, tenant name, and phone number. Assign it to a tech. That's it.
Real VendorLoop text scheduling conversation
This is what the tenant sees

"Scheduling via text is super convenient. I just reply Y or N and it's done. No text threads or missed calls to track."

Tim S — Tenant

Run your next maintenance job through this.

You'll know by the end of the day if it works. No setup headache. No new system to learn. Takes less than 5 minutes to set up your first job. Start With One Job

Start with one job. No migration required. Cancel anytime.