A BC strata or property management company needs one system for maintenance requests, vendor dispatch, owner and council communication, documents and approvals, connected to its trust accounting. In strata work the hard part is rarely the repair itself; it is getting the right approval from the right council, keeping every owner informed and finding the record years later. Software built around that approval chain gives managers hours back each week and keeps the history in one place.
Strata Work Runs on Approvals
A property manager in a strata building is working for a council, not just a landlord. Spending above set limits needs approval, approvals need a record, and the record needs to survive the next council election and the next manager.
When approvals happen in email threads, every renewal, insurance question and owner dispute starts with an archaeology project. A system that records who approved what, when and against which budget line turns that into a search.
One Queue for Every Request
Requests arrive from owners, tenants, council members, caretakers and vendors, by phone, email and text. One queue, with each request tied to a unit or common area, gives the team a single list to work and gives owners a consistent answer about where their request stands.
- Every request logged against a unit or common property
- Priority set by rules, so a leak outranks a squeaky door
- Approval routed to council automatically when the cost passes a set threshold
- Owners updated at each step without a manager typing the update
Vendors and Trades
Dispatching trades means quotes, schedules, access arrangements and paperwork: insurance certificates, WorkSafeBC clearance letters and invoices that match the work order. Keeping those on the vendor record, with expiry dates, means nobody is sent to a building with lapsed coverage.
Invoices matched to approved work orders before they reach accounting remove the most common reconciliation headache in the business.
Documents Owners and Councils Ask For
Minutes, bylaws, budgets, depreciation reports, insurance documents, past work on a unit: owners, buyers and councils ask for them constantly. A document library tied to the building and the unit, with permissions by role, answers most of those requests without staff involvement.
A portal for owners and council members, of the kind described at /customer-portals, puts status and documents where they can find them themselves.
Privacy, Accounting and Where AltaPro AI Fits
Owner and tenant records are personal information. The Office of the Information and Privacy Commissioner for BC explains that the Personal Information Protection Act applies to private-sector organizations in the province, so access controls and records of who saw what are part of the design, not an afterthought.
The operational system should feed your trust accounting rather than replace it. AltaPro AI builds property management software for businesses across Western Canada. We come to you. AltaPro AI is based in Edmonton and comes on site for discovery and go-live, wherever your business is. Between visits, the work runs over video, phone and screen-share. The scope is at /property-management-software, and our BC pages include /ai-automation-richmond, /ai-automation-burnaby, /ai-automation-vancouver and /western-canada.