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Preventative Maintenance and Property Inventory Management
Regular maintenance prevents expensive emergency repairs and negative reviews. Queensland's climate requires specific attention to property upkeep, and systematic inventory tracking protects your investment.
Preventative Maintenance for Queensland Properties
Queensland's climate (heat, humidity, storms) requires specific attention to property upkeep. Regular maintenance prevents expensive emergency repairs and maintains five-star quality.
Monthly Maintenance Tasks
- Clean or replace AC filters (critical in Queensland - affects performance and reviews)
- Test smoke alarms (press test button on each unit)
- Check and lubricate door locks, smart lock batteries
- Inspect for mould in bathrooms, wardrobes (humidity issue in QLD)
- Check outdoor furniture for rust, deterioration
- Test all appliances still working properly
Quarterly Maintenance Tasks
- Professional AC service (essential in QLD - prevents mid-booking failures)
- Window cleaning (inside and outside)
- Termite inspection (mandatory in Queensland for protection)
- Pest control treatment (cockroaches, ants common in QLD climate)
- Pool equipment service if applicable
- Gutter cleaning (especially before storm season Oct-Mar)
Annual Maintenance Tasks
- Gas appliance servicing by licensed gasfitter (legal requirement)
- Electrical safety inspection (RCD testing, general check)
- Pool safety certificate renewal (if applicable)
- Smoke alarm professional inspection and certification
- Deep carpet clean (or replace if heavily worn)
- Repaint touch-ups (walls, trim, doors)
- Replace worn furniture, linen, kitchen items as needed
Emergency Maintenance Response Plan
Have 24/7 emergency contacts for critical services. Guest-impacting issues must be resolved within hours:
- Plumber: 24/7 for burst pipes, blocked toilets, hot water failures
- Electrician: 24/7 for power failures, AC breakdowns (critical in QLD heat)
- Locksmith: Smart lock failures, lost keys, lock-outs
- Appliance Repair: Same-day service for major appliances
- You or Partner: Available to coordinate and handle emergencies
Maintenance Reserve Budget
Set aside 5-10% of gross revenue ($100-200/month) for maintenance and repairs. Queensland properties experience higher wear from climate (AC usage, humidity, storms) and guest turnover. Build emergency fund of $5,000-10,000 minimum. AC replacements, appliance failures, storm damage happen without warning.
The Inventory Management Problem
Your cleaner takes 30+ photos after every turnover. Those photos sit in folders on phones or cloud storage. Meanwhile, you're manually tracking inventory in spreadsheets, trying to remember when you last replaced that sofa cushion, whether the damaged wine glass was already there or if a guest broke it, and what items even exist in your property.
The Manual Approach Doesn't Scale
When managing 120+ properties at Lane Property, we faced this exact challenge. Hosts across Brisbane, Gold Coast, and Sunshine Coast tell us the same stories:
❌ "Guest broke something, but I can't prove it was pristine before"
You have 500 photos from the last 3 months. Which one shows that specific wine glass before this booking? You waste an hour searching through folders, eventually give up, and eat the $30 replacement cost. Multiply by dozens of items annually.
❌ "I don't know what's actually in the property anymore"
You created an inventory spreadsheet 18 months ago. Since then: replaced bedding twice, added a coffee machine, broke and replaced plates, upgraded the TV. The spreadsheet hasn't been updated. You have no accurate record of current property contents or their condition.
❌ "Something fails mid-booking and I'm scrambling"
Guest reports the kettle stopped working. You have no idea how old it is or when it was last replaced. Was it showing signs of wear in recent photos? You're making emergency replacements that could have been scheduled proactively during a gap between bookings.
❌ "Insurance claim requires detailed inventory - I don't have it"
Storm damage, break-in, or major incident occurs. Insurance asks for complete inventory with values and proof of ownership. You're trying to remember and reconstruct everything from memory and scattered receipts. Claims get reduced because you can't prove what was there.
What If Photos Automatically Became Your Inventory System?
The photos your cleaner already takes contain all the information you need. Every item, every surface, every detail—documented after every clean with timestamps proving condition before each guest. The problem isn't lack of documentation. The problem is making that documentation searchable, comparable, and actionable.
Automatic Cataloguing
Software processes photos, identifies every item, builds complete inventory automatically. No manual spreadsheet entry.
Instant History Search
"Show me the living room coffee table before booking #127." Instant results. Prove condition for damage claims in seconds, not hours.
Proactive Alerts
"This towel has appeared stained in last 3 cleans—schedule replacement." Catch degradation before guest complaints.
Always-Current Inventory
Never manually update inventory again. Every photo automatically updates item condition, tracks changes, maintains complete history.
This is exactly what we needed at scale. Managing 120+ properties meant thousands of photos weekly. Manual inventory tracking was impossible. We needed the photos we were already taking to work harder for us—to automatically create the inventory system, damage documentation, and condition tracking that professional property management requires.
Our Solution: Turn Photos Into Actionable Intelligence
We use itemwise.ai because it solves this exact problem. Your cleaner's post-clean photos automatically become a searchable, trackable, comprehensive inventory system without any manual data entry.
How It Works
Your Cleaner Takes Photos (Like Always)
No change to your existing process. Photos upload to the system automatically—same photos you're already requiring for damage protection.
AI Processes and Catalogues Everything
System identifies every item in photos (sofa, TV, coffee table, wine glasses, cushions, artwork), notes condition, tracks changes between cleans, builds complete inventory automatically.
You Get Instant Access to What You Need
Search any item, see its history, prove pre-guest condition for damage claims, get alerts when items degrading, export complete inventory for insurance. All from photos you're already taking.
The result? Every damage claim has bulletproof evidence. Every item's condition is tracked without manual effort. Preventative replacements happen during booking gaps instead of mid-stay emergencies. Insurance documentation exists without rebuilding from memory. All from photos you were taking anyway.
Turn your existing photo documentation into a professional inventory system