Property maintenance software for UK maintenance & facilities companies.

Why property maintenance companies use HiveSuite

Property maintenance is a mix of reactive repairs, planned visits and compliance work, across many sites, for clients who each want things done their way: their order number on the invoice, their property manager kept informed, and photo proof that the job was done. HiveSuite handles that in one system, from the client's request to the paid invoice.

HiveSuite is UK-built, priced in GBP including VAT, and every plan includes every feature. Plans start at £34.99 per month with a 30-day free trial and no credit card required.

Clients with many sites

Each customer can have any number of locations, each a real site or service address with its own contacts, notes, documents, history and site logs. Quotes, invoices and jobs link to the location, so you can see everything done at a property. Locations can be imported in bulk from a CSV.

Add an optional case handler, such as the property manager, to a customer or a specific location, and choose who receives job messages: the customer contact, the location contact and/or the case handler, set per customer if needed.

Job requests from clients

Clients log in to the Customer Portal and raise job requests, with uploads such as photos of the problem. Requests arrive in the HivePlanner request inbox, where you approve or decline them, change the requested date and convert approved requests into jobs. Clients can also see their jobs, quotes, invoices and documents, and message you from the portal.

Order numbers and invoicing

Record the client's order (PO) number on the job; it is copied from the quote and onto the job's invoices. Customers can be marked as "invoices need an order number", and their VAT number, company number and payment terms are printed on invoices and credit notes. Raise invoices straight from completed jobs, with stock used, costs and hours ready to add, and use the "Ready to invoice" view so completed work does not go unbilled.

Work orders, sign-off and proof of work

Every job has a branded work order PDF with your choice of title and sections, a customer-facing preset, and prices shown only to people allowed to see them. Crew can print the work order for jobs they are on.

The Site Log records each visit with notes, photos and videos, checklists with pass, fail and N/A items, and before-and-after photo pairs. Choose which visits the client can see. With sign-off switched on, jobs completed by crew go to pending approval, where an administrator approves them, refuses with a reason, or creates a follow-up job in one step.

Planned maintenance and compliance

Set up recurring jobs for planned visits (weekly, monthly, quarterly, six-monthly, annually or a custom interval) with recurring invoices to match, alongside reactive work on the same calendar. Issue compliance documents from jobs using pre-built templates designed around UK standards, including gas safety records, EICRs, fire alarm and emergency lighting inspections, fire risk assessments and legionella risk assessments, with next-check-due tracking.

More than one company?

If you trade through more than one company, Subsidiaries let each one have its own branding, terms and default templates, and jobs, quotes and invoices can be grouped or filtered by subsidiary in HiveIntel.

RAMS and site paperwork

Managing agents and commercial clients usually expect RAMS before contractors start work. Generate RAMS (risk assessments and method statements) from the job using HiveSuite's templates, pre-filled with the customer and site, or build your own in Certificate Studio. Store documents you reuse in the document library, attach them to jobs so your team sees them in HiveCrew, and share them with clients through the Customer Portal. See RAMS software.

Your team on site

Engineers use HiveCrew on their phone to see their jobs, access site notes, check in, log time, add photos, record materials and complete certificates. The native Android app works offline and syncs when it reconnects. On iPhone, HiveSuite runs as an installable web app that needs a connection while the native iOS app awaits App Store approval.