If you manage maintenance across strata properties, you know the drill: a common property issue pops up—say, a leaking roof or a broken gate—and suddenly you’re in quote-collection mode. You’re contacting multiple contractors, trying to get apples-for-apples quotes, following up on delays, and waiting (sometimes endlessly) for committee approvals. All while fielding questions from residents who just want the problem fixed yesterday.
Sound familiar?
Here’s the kicker: while all this back and forth is happening, the issue worsens, your inbox piles up, and your maintenance budget quietly starts to bleed.
Delays in maintenance quote approvals often mean reactive work becomes more urgent—and more expensive
Inconsistent or unclear quotes lead to scope creep and invoice disputes. And when you’re pressed for time, it’s tempting to go with the cheapest option, even if it’s not the best long-term solution.
This kind of inefficiency doesn’t just cause admin headaches. It eats into your budget, undermines your forecasts, and frustrates owners and residents alike. Over time, the cracks start to show—in both the buildings you manage and the trust you’ve built with stakeholders.
The truth is, profitability in strata management isn’t just about cutting costs. It’s about making smarter, faster decisions with the right tools in place. And it all starts with how you handle quotes.Â
A streamlined, transparent quoting system can turn maintenance from a reactive scramble into a proactive, cost-effective operation—and that’s where the real savings lie.
The Problem with 'Business as Usual' Quoting
In the world of strata management, the old-school way of handling quotes might seem like it’s just part of the process. But what might have worked in the past is now causing more headaches than it’s worth.Â
The “business as usual” approach to quoting has become a major pain point, leading to wasted time, budget blowouts, and unnecessary stress. Here’s how:
1. Too Much Time Spent Collecting Multiple Quotes Manually
Strata managers often find themselves chasing multiple quotes for a single job.Â
The process goes something like this: you contact a few contractors, they send through their quotes (hopefully), you chase them for any missing details, and then you wait for committee approval.Â
In the meantime, maintenance issues can worsen, and your already busy day is filled with follow-up calls and emails. Before you know it, a simple fix turns into a week-long ordeal, and your property’s profitability starts slipping away.
This manual back-and-forth wastes hours of your time, and at the end of the day, it’s not even guaranteed that the best quote will be selected. What’s worse? While you’re stuck in this inefficient loop, the quality of service and tenant satisfaction takes a hit.
2. Lack of Consistency or Transparency in Scopes of Work
Another common issue with traditional quoting methods is the lack of standardisation.Â
Not all contractors provide the same level of detail in their quotes, leading to inconsistencies in what’s included (or left out) of the scope of work. Some might list a full breakdown of materials and labour, while others might provide a vague estimate with little detail.
When comparing quotes, it becomes difficult to see if you’re getting value for money, or if essential work has been overlooked. This lack of clarity can lead to misunderstandings down the track, with contractors claiming additional costs for jobs that were never clearly outlined in the initial quote.
3. Delays in Committee Approval Lead to Extended Maintenance Windows
In strata, getting approval from the committee can often be a lengthy process. With multiple stakeholders involved and a need for transparency, decisions can take time. But in the meantime, maintenance delays pile up. Whether it’s a leaking roof or a broken lift, unresolved issues continue to disrupt tenants, leading to frustration and, potentially, more serious damage.
The more time spent waiting on approvals, the higher the likelihood of escalating repair costs, not to mention the potential loss of tenant satisfaction and property value.
4. Risk of Selecting the Cheapest Quote Over the Best Value
We’ve all been there: when you’re under pressure to make a quick decision, the temptation is strong to simply choose the cheapest option. But often, the lowest quote isn’t the best value in the long run. Without a clear comparison of scope, quality, and service guarantees, it’s easy to miss the hidden costs that can crop up after work begins.
Choosing based solely on price can lead to subpar work, rework, and longer-term maintenance issues. In the end, what seemed like a bargain can become a costly mistake, eating into your budget and reducing the overall profitability of your property.
How Poor Quoting Impacts Everyone
In strata management, quoting isn’t just an administrative step—it’s the foundation for how maintenance gets done. When that process breaks down, the ripple effects reach far beyond a delayed repair. Everyone involved—residents, owners, committee members, and contractors—feels the impact. And it’s rarely a small one.
Resident Dissatisfaction When Common Property Issues Drag On
When quoting delays hold up maintenance, residents are the first to feel it. Whether it’s a broken security gate, a lift that’s out of order, or a persistent leak in the carpark, every extra day waiting on quote approvals adds to their frustration. And when they feel ignored or inconvenienced for too long, trust in the management erodes—and complaints start flowing in.
These issues don’t just affect comfort, they affect lifestyle—and that matters when people are choosing where to live long-term.
Owners Questioning Levy Value and Committee Competence
Strata owners expect that the levies they pay are being used wisely and efficiently. When they see basic maintenance tasks taking weeks to action, or hear residents complaining about unresolved issues, it raises doubts. Why is it taking so long? Are we paying too much? Who’s responsible for this mess?
All it takes is one or two slow quote approvals to make a committee look indecisive, or worse—ineffective. Confidence in the strata’s leadership can decline quickly, especially if owners start to feel like decisions aren’t being made in the best interests of the building.
Strained Contractor Relationships From Misaligned Expectations
Contractors want to do good work, but they also want clarity and speed. If the quoting process is unclear, slow, or inconsistent, it becomes harder for trades to prioritise your jobs or deliver to expectation. Miscommunication around scopes, delays in approvals, or changes after a quote has been submitted can all sour a working relationship.
Over time, this makes it harder to retain quality contractors and means you’ll spend more time sourcing new ones who may not be as reliable.
Missed Maintenance Deadlines = Increased Long-Term Costs
The longer an issue is left unresolved, the more likely it is to get worse and more expensive to fix. A simple water leak can lead to structural damage. A delay in repainting can result in more intensive remedial work down the track. When quote approvals drag or the wrong quote is accepted due to lack of clarity, you’re not just pushing out timelines—you’re increasing future costs.
What a Smarter Quoting System Looks Like for Strata
For strata maintenance managers, handling quotes shouldn’t feel like herding cats. Yet for many, that’s exactly what it turns into—chasing contractors, wrangling inconsistent information, and constantly nudging committee members for approvals.
A smarter quoting system eliminates these roadblocks and replaces them with streamlined, structured workflows that actually work. .
Here’s what that looks like in action:
Standardised Quote Requests with Clear Job Scopes
A better quoting process starts with clarity from the get-go. With a smart system in place, every quote request follows a consistent format, outlining key job details like scope, access requirements, deadlines, and photos—all in one place. This helps contractors know exactly what’s expected, which leads to faster, more accurate quoting, and fewer surprises once the job begins.
It also cuts down the back-and-forth dramatically. You no longer have to answer the same questions three times or re-explain the job to every new contractor.
Side-by-Side Quote Comparisons for Easier Decision-Making
Once the quotes come in, you need to be able to make informed choices fast. A smarter quoting platform allows you to view all your quotes side-by-side, with clearly itemised breakdowns. No more flicking through email threads or juggling attachments to compare what’s included and what’s not.
With this level of transparency, it’s easier to assess true value—not just price. You can compare timeframes, warranties, inclusions, and materials at a glance, helping committees and owners feel confident in their decision.
Automated Workflows for Approvals—No More Chasing Committee Members via Email
Approvals are often the slowest part of the quoting process. Whether it’s waiting for replies, tracking who’s voted, or trying to reach consensus over a group email chain, it’s a known bottleneck. A smart quoting system fixes that by automating the approval workflow.
Committee members can review and approve quotes directly through the platform—on desktop or mobile—with notifications and reminders keeping everything on track. You’ll know exactly where a quote stands at any time, and there’s no need to chase people individually or worry about approvals getting lost in inboxes.
Built-in Recordkeeping for Full Audit Trails and Compliance
In strata, having a clear paper trail is non-negotiable. Whether it’s for financial transparency, future reference, or compliance with legislative requirements, you need everything documented. A smarter quoting system stores all communication, approvals, quote versions, and contractor responses in one central place.
No more digging through folders or asking, “Who approved this again?”—everything’s logged, time-stamped, and easily accessible when you need it.
With the right system in place, quoting becomes less of a juggling act and more of a streamlined, confident process.Â
For strata managers, that means less admin, fewer delays, and better outcomes across the board—for residents, committees, and your bottom line.
The Profit Link: How Better Quoting Supports Financial Health
Strata maintenance isn’t just about keeping the lights on or the plumbing flowing—it’s about managing assets, budgets, and people in a way that protects long-term financial health. And while quoting may seem like a small part of that equation, the way you handle it can have a major impact on both short-term costs and long-term profitability.
A smarter quoting system does more than just save time—it gives you the financial clarity and control you need to run a well-oiled, cost-efficient property.
Accurate Forecasting for CAPEX and OPEX Planning
When quotes are consistently detailed, timely, and easy to access, you can track real-world costs against your budgets with far greater accuracy. This kind of data helps you identify trends, benchmark pricing, and plan for upcoming capital expenditure (CAPEX) and operating expenses (OPEX) with confidence.
Instead of guessing what roof repairs might cost next year or scrambling to adjust mid-year budgets, you’ll have hard data to back up your plans, helping you avoid over- or under-budgeting and demonstrate financial responsibility to owners.
Reduced Downtime = Increased Resident Satisfaction = Fewer Complaints
Faster quoting means faster maintenance. That’s not just good for operations; it’s good for relationships.Â
When issues are resolved quickly and without the usual delays, residents are happier, less likely to complain, and more inclined to trust that their levies are being well spent.
And fewer complaints don’t just mean less inbox stress for you—they also reflect positively on the strata committee’s competence, which helps build harmony and satisfaction within the community.
Evidence-Based Decision-Making That Builds Committee Confidence
Strata committees are tasked with making decisions that affect property value, resident wellbeing, and the building’s bottom line. That’s a lot of pressure—and a lot of responsibility.Â
Having a quoting system that delivers detailed comparisons, complete with scopes, timeframes, and pricing, gives them the confidence to approve works based on facts, not guesswork.
This also means fewer disputes, more accountability, and stronger alignment between managers, owners, and committee members.
Fewer Reactive Fixes = More Preventative Maintenance = Less Strain on Budgets
Poor quoting systems often result in delayed repairs—and delayed repairs often turn into bigger, more expensive problems. On the other hand, when quoting is streamlined and responsive, you can shift from reactive to preventative maintenance.
You’re no longer just patching problems—you’re planning ahead. And that’s where the real cost savings are. By resolving small issues before they escalate, you protect the building’s long-term value and significantly reduce the pressure on maintenance budgets over time.
Making the Switch: From Headaches to Hassle-Free
We get it, changing systems can feel daunting. When you’re already juggling building maintenance, committee communication, and resident concerns, the last thing you want is to disrupt your workflow. But making the switch to a smarter quoting system doesn’t have to be hard—in fact, it’s designed to make your job easier from day one.
At i4T Maintenance, we make implementation simple and seamless. You’ll have access to full onboarding support, training, and local customer service to help your team and contractors get up to speed quickly. No complicated tech, no long-winded setup, just tools that work, right out of the gate.
And because our platform is built specifically for the strata industry, it fits the way you already work. From handling multi-stakeholder approvals to managing quotes across several buildings, i4T Maintenance is designed to slot into your workflow, not upend it. We work with you to align the system to your specific needs, committee structures, and compliance obligations.
In just a few clicks, what used to take days—quote collection, approvals, tracking—becomes streamlined, trackable, and transparent. It’s quoting without the chaos.
Book a free domo and see how i4T Maintenance can take the stress out of strata maintenance—once and for all.
FAQs
The traditional quoting process is manual and inefficient. Strata managers often spend hours chasing multiple contractors, comparing inconsistent quotes, and waiting on slow committee approvals. This delays essential maintenance, increases costs, and leads to frustration for residents and stakeholders.
Â
A smarter quoting system helps by streamlining the entire process—from collecting detailed quotes to getting fast approvals. This reduces downtime, prevents cost blowouts, and allows managers to make better decisions that protect the property’s long-term financial health.
Key features include standardised quote requests with clear scopes of work, multiple quotes from multiple contractors for comparison, automated approval workflows to speed up decisions, and built-in recordkeeping to ensure compliance and accountability.
Everyone involved in strata benefits. Residents experience faster issue resolution, committees gain confidence in their decisions, contractors get clearer job expectations, and managers save time while reducing admin workload and budget risks.
No, implementing a smarter quoting system is designed to be simple. Many solutions, like i4T Maintenance, offer onboarding support and align with current workflows. This means minimal disruption and immediate improvements in efficiency and transparency.
