How to get repair approvals from clients abroad
Open one conversation for the repair, attach the quote and send it. Your client gets a notification on their phone and approves with one tap. The invoice follows in the same conversation. The quote, the approval, the invoice and every message stay in the property's file, for any later question and for the next colleague. PropOS is built for property management companies in Greece.
Published 1 November 2026 · Updated 1 November 2026 · PropOS team
No pitch deck. No commitment. Just an honest conversation.
What happens today when a repair needs your client's OK?
The tenant calls about a leak. You need a plumber, and the plumber sends a quote in Greek. Your client is in another country, in a meeting or asleep.
So the approval comes as a line in a message, a quick call, a "fine, go ahead" between other things. The work gets done. Three months later the client asks why they paid €420, and the person who took that call has moved to other properties, or left.
Now multiply that by thirty properties and a team of three. Each of them gets approvals their own way, and each approval stays wherever it happened.
The repair was done right. What is missing is the record.
How does a repair approval work in PropOS?
The tenant contacts you, as today. The tenant does nothing in PropOS.
You open a conversation for the repair on your client's property and write what happened. Your client reads it in the language they picked in their settings.
You attach the quote or invoice that needs their OK. Your client gets a notification on their phone and sees the amount, with a short summary of the Greek document.
Your client taps Approve, or asks a question in the same conversation. Once a quote is approved, the amount shows as upcoming in Financials.
After the work, you add the invoice to the same conversation, made from the quote in one click.
The quote, the approval, the invoice and every message stay together, on the property.
No pitch deck. No commitment. Just an honest conversation.
What should a repair conversation hold?
Write it so a colleague who has never seen the property could pick it up tomorrow:
- what happened, and when the tenant reported it
- a photo of the damage, if you have one
- the quote, with the amount and the proposed date
- a clear question: "Do you approve €420 for this repair?"
- after the work: the invoice and, if useful, a photo of the finished job
- one closing line: "Done, paid, closed."
Six short lines. Your client reads them in their language, and the next colleague reads the whole story in a minute.
Should you agree an approval limit with each client?
Yes, it saves both of you time. Agree in writing on an amount: below it, you go ahead and post it in the repair's conversation, so your client sees it and gets notified; above it, you ask first. Agree as well what counts as an emergency, such as water coming through a ceiling.
PropOS does not set the limit for you. It gives you one place to ask, and one record of the answer.
What do you show a client who questions a repair later?
The conversation itself: who reported what, the quote, your client's approval, the invoice, the photo of the old pipe, in the order it happened.
You do not rebuild the story from memory or ask around. You open the property, open the repair, and the whole story is there. Your client sees the same conversation you see.
What happens when the colleague who handled the repair leaves?
The record stays behind. The new colleague opens the property and sees every repair: what was done, what was approved, by whom and for how much.
For a firm with thirty properties and a team of three, the history stays with the property when people change. A new hire reads the story of each property in their first week, without asking around.
Your client notices no difference: the answers keep coming from your company.
Everything you want to know.
Anything else, ask on the call.
Do owners abroad need to install an app to approve a repair?
No. With PropOS your client opens their property from the invitation email, with nothing to install. When a quote waits for them, they open the notification on their phone and approve with one tap.
Does the tenant use PropOS?
No. The tenant contacts you as they do today. You put the repair in your client's file.
Can my client ask a question before approving?
Yes. In PropOS they reply in the same conversation, in their own language, and you read the reply in yours. The approval waits until they are ready.
Can a new colleague see what was approved before they joined?
Yes. In PropOS your team sees every property, and each repair keeps its quote, approval, invoice and messages in one conversation.
See one repair from the tenant's call to your client's approval.
No pitch deck. No commitment. Just an honest conversation.