Most maintenance requests come from your tenants, but you can also create one yourself. It's handy in a few situations: to record a repair cost for your expense report, to log a request on behalf of a tenant who's having trouble with the app, or to keep a record of work done between tenants. Guardian Landlord is built for self-managing independent landlords — learn more about how it works.

Logging a request

  1. Go to Maintenance in the dashboard sidebar and click Log a request.

  2. Choose the property the work relates to.

  3. Set the date of service — the day the work happened. It defaults to today, and it determines which tenants you can link (see below).

  4. Optionally choose a tenant. The list shows only tenants who were active at that property on the date of service — so a past tenant appears for an older repair, and your current tenant for a recent one. Leave it on "No tenant — just log it" if the work isn't tied to anyone.

  5. Add a title, description, category, and priority.

  6. If the work is already done, tick "This repair is already complete" and enter the cost — that records it and adds it to your expense report.

  7. Attach receipts or photos if you have them (images or PDF), then click Log request.

The date of service drives the tenant list. If no tenant was active on that date, the request is simply logged without one — that's expected for repairs done between tenancies.

What the tenant sees

If you link a tenant who has an account, they'll get a notification and can follow the request from their portal, just like one they submitted themselves. If you don't link a tenant, the request is yours alone and shows as "Landlord-logged" wherever a tenant name would normally appear.

Costs and your expense report

When you mark a request complete and enter a cost, it flows straight into your Expenses view alongside your other maintenance costs. For non-repair costs like taxes or insurance, add those as manual expenses instead.