Post-sale Operations module
Run your buildings from one system
From handover day: residents, incidents and warranty, service fees, staff shifts and QR patrols, commercial leasing — wired straight into your sales data, nothing typed twice.
- Handover
- Residents
- Incidents & warranty
- Fees & receivables
Where building management struggles
Four familiar gaps — EstNex closes all four
Resident lists live in several Excel files, everyone keeps their own copy
Owners are created when the handover minutes are signed; occupants, vehicles and cards live on one unit record
Incidents reported in chat groups get lost, nobody knows who is on it
Every incident is a request with a deadline, an assignee, before / after photos and progress residents can see
Fee collection means reading bank statements and ticking off by hand
Each fee notice has its own QR; a transfer with the right code is matched — receivables exact to the unit
No idea what security and technicians did today, or whether patrols really happened
Shifts drive recurring tasks and QR-tag patrols; missed rounds alert you, and a daily report goes to the developer
One continuous lifecycle
From handover to leasing — without gaps
- 1
Handover
Appointments, checklists, meter readings, signatures, PDF minutes.
- 2
Residents
Owners, occupants, vehicles, cards — portal invitations sent automatically.
- 3
Incidents & warranty
Deadlines, technician assignment, residents follow every step.
- 4
Fees & receivables
Billing runs, QR, bank matching, bulk reminders.
- 5
Shifts & patrols
Weekly shifts, recurring tasks, QR patrols, daily reports.
- 6
Leasing
Leases, periodic rent, held deposits.
Shifts at the core
Recurring tasks and patrols both run on the shift
Staff
Invited by role
Shifts
Rostered for the week
Recurring tasks
Checklists, time-stamped photos
Patrols
QR tags along a route
Daily report
Compiled for you, ready to print
Quick setup for building management — 4 steps
- 1
Invite staff by role
Security, technicians, cleaning, reception, team leads — each sees exactly their own work.
- 2
Pick shift & task templates
Shift patterns and standard building-management tasks — tick to choose, no typing.
- 3
Roster the whole week
Copy last week; shift tasks land with whoever is on duty.
- 4
Set up patrol points & routes
Place checkpoints, tie routes to shifts, print QR tags for the walls.
Patrols & the floor
Patrols with proof — even in a basement with no signal
QR-tag patrols
QR tags at every checkpoint; guards scan with the phone camera, iPhone included.
Routes per shift
E.g. a round every 2 hours; missed rounds alert the manager automatically.
Issues on the spot
Logged right at the checkpoint, becoming a request with an owner and a deadline.
SOS & project hotline
An emergency button calls or texts the hotline; the dispatcher is alerted at once.
Operations map
Checkpoints, scans and SOS on a single map.
Works offline
No signal in the car park? Scans still work and sync later; times anchored to the server, tampered clocks flagged.
AI assistant for operations
Morning brief, ask how the building is doing, create requests or patrol rounds by just asking.
Resident portal as an app
EstNex Resident — installed from a QR in the lobby
- Management creates a link and QR code, printed for the lobby and lifts
- Residents add EstNex Resident to the home screen — no app store needed
- Push alerts when a technician accepts and resolves a request
- Building notices, fee reminders, payment by QR
Feature detail
Everything a professional management team needs
Unit handover
- Handover rounds per tower, appointments, assigned staff
- Itemised checklist: pass / fail, notes, photos
- Opening electricity / water readings feed the first fee period
- Buyer and staff sign on a tablet, PDF minutes
- Open defects become warranty requests; the transaction moves to "Handed over" automatically
Units & residents
- Owners, co-owners, tenants, occupants — over time
- Vehicle list, plate search however it is typed, access card numbers
- Excel import for units handed over before go-live
- Names and phones follow the customer record — never out of sync
Requests, incidents & warranty
- Categories (electrical, water, lifts…) with their own deadlines
- Warranty status worked out from the handover date
- Assign technicians, before / after photo and video, in-request discussion
- Residents notified at each step; they confirm and rate
Management & service fees
- Prices per m², fixed, tiered meters, per item
- Bill in advance / in arrears, monthly / quarterly / yearly per service
- One billing run for the whole project, with preview
- PDF notice + QR; automatic transfer matching; bulk reminders
- Event-based fee ledger, never edited backwards — reconcilable any time
Resident portal
- EstNex Resident app installed from a QR in the lobby — no app store needed
- One account for every home with every developer on EstNex
- Fee notices, QR payment, due-date reminders
- Requests with photos; push alerts when a technician accepts and resolves
- Building notices by tower / floor / unit
Shifts, tasks & patrols
- 4-step setup from templates: tick from 74 standard building-management tasks
- Weekly roster, copy last week, check in / out on the phone
- Recurring tasks per shift: checklists, readings with thresholds, time- and location-stamped photos / video
- QR-tag patrols along a route, working even offline
- Failed checks open incidents automatically; printable shift and daily reports
Overview & reports
- Operations map: checkpoints, scans, SOS
- Occupancy, open / overdue requests, average resolution time
- Resident satisfaction score, most frequent incident categories
- Fee receivables per period, collection rate, top debtors
- Leases expiring soon, next week's handovers
Commercial leasing
- Leases over several units (shophouses, offices, podium floors)
- Periodic rent, scheduled increases, early termination penalties
- Deposits held in trust — received, refunded, offset clearly
- Chained renewals; tenants use the resident portal like owners
A screen for every role
The right work for each person
Building manager
4-step setup from templates, the operations map, an AI morning brief, daily report sign-off.
Team lead
Security, technical or cleaning teams: roster and assign the team, take and dispatch requests, review the team's shift reports.
Reception & resident care
Look up units, occupants and vehicles; log requests at the desk; send building notices and messages to residents.
Security guards
Check in / out, scan QR tags along the route — even offline in the basement; SOS button, report issues on the spot, look up plates.
Technicians
Inspect units at handover, resolve requests, log pump-room and switchboard readings — out-of-range opens a ticket.
Cleaning & grounds
"My work" by shift: per-area checklists, before / after photos, managers see it the moment it's done.
Management HR
Shift types, rostering and copying weeks, check-in / out, absences and shift reports for attendance.
Operations accountant
Close fee periods, record desk payments, track arrears — no waivers without the right.
Residents & tenants
EstNex Resident app: pay fees by QR, submit requests, get push alerts as requests are handled.
Developer
See operations quality per project: requests, arrears, satisfaction — on the same system as sales.
Why EstNex
Operations wired into sales
No re-entry
Units, owners, handover dates and billable areas all come from the project and transactions you already have.
Permissions per project
An outsourced operator sees only the buildings it manages; shift staff see only their own work.
Built for phones
No app store: open the browser or add it to the home screen; patrol scans work even offline.
Money on the books
Event-based fees, automatic bank matching, exportable for accounting and audit at any time.
Included in the Growth plan
The Operations module — handover, residents, incidents & warranty, service fees, resident portal, shifts, staff work & QR patrols, leasing — is included from the Growth plan. New workspaces get a 14-day trial with the full module.
Operations FAQ
Can an outsourced operator use it?
Yes. The developer invites the operator's staff into the workspace with project-scoped roles — they see only the buildings they manage, and the data stays with the developer.
Do residents need to download an app?
No app store needed. Residents scan the QR code in the lobby or lift and add EstNex Resident to the home screen to get push alerts; one account covers every home with every developer on EstNex.
Are fee payments matched to the bank automatically?
Yes. Every fee notice has its own payment code and QR; connect a bank credit feed and transfers with the right code are settled automatically.
How do we load buildings handed over before go-live?
Import residents and meter readings from Excel; minutes signed on paper are recorded with the scan and the date on the paper.
Do security and cleaners need special devices?
No. Any phone with a browser works, iPhone or Android: check in, run checklists, scan patrol tags, take photos / video and send the shift report.
How do patrols work in a basement with no signal?
Scanning works as usual: scans are stored on the phone and sync once back online. Scan times are anchored to the server — a phone with a tampered clock gets flagged.
Is Operations priced separately?
The module is included from the Growth plan up. Trial and Starter plans do not include Operations; the 14-day trial includes the full module.
See Operations on your building
30 minutes: we set up a demo tower — hand over a unit, run a fee period with QR, roster shifts, print patrol tags and scan one during the call.