Case management
Disrepair claims answered with a full audit trail
Track disrepair claims from first notification to resolution, linking inspections, works and correspondence into one defensible record.
- 100%of actions evidenced
- Everystatutory deadline tracked
- 1case record per matter
- 0cases lost between teams
What it means
For the resident
What was reported, what was done and when is on the record — so a genuine claim is resolved and a speculative one is answered.
For your Legal and Repairs teams
The evidence pack is assembled as the work happens, not rebuilt from four systems once a letter of claim arrives.
Disrepair claims answered from the record
Protocol deadlines tracked
Pre-Action Protocol response windows run automatically, because a missed disclosure deadline is where costs escalate fastest.
Repairs history in one request
Document disclosure draws on the actual repairs record rather than a manual trawl through several systems.
Inspection evidence retained
Surveyor findings, photographs and specifications attach to the case, so the position is evidenced rather than argued.
Exposure visible early
Claim value, works cost and legal cost are tracked together, so decisions to settle or defend are made on the numbers.
What Propsys360 covers for disrepair claims
- Claim notification and letter of claim logging
- Pre-Action Protocol timescale tracking
- Document disclosure preparation from repairs history
- Surveyor inspection scheduling and findings
- Schedule of works and remedial specification
- Linked works orders and completion evidence
- Legal correspondence and expert report tracking
- Settlement, damages and costs recording
- Root cause analysis and stock-level themes
- Disrepair exposure and outcome reporting
How it works
The path a case takes from the moment it arrives, and what happens automatically at each step.
Claim received
A letter of claim is logged and Pre-Action Protocol timescales start, with the tenancy and repairs history linked automatically.
Disclosure prepared
The repairs record produces the disclosure bundle, rather than officers reconstructing history under deadline pressure.
Inspection and works
A surveyor inspection is scheduled, findings recorded, and remedial works raised and tracked to completion.
Resolved and analysed
Settlement or defence is recorded with costs, and root cause feeds stock-level analysis so the same claim does not recur.
Before and after: disrepair claims
Every system demonstrates well. What matters is the difference in an ordinary working week — the steps that disappear, the chasing that stops, and the questions your team can answer on the spot instead of promising to look into it.
| Today | With Propsys360 |
|---|---|
| A disrepair claim arrives and the repair history is incomplete. | The full repair, inspection and contact history is already attached. |
| Legal costs rise while evidence is gathered. | The evidence pack is assembled as the case progresses. |
| Pre-action protocol deadlines are managed manually. | Protocol stages and deadlines are tracked and escalated. |
What disrepair handling has to get right
Housing runs on specifics — statutory timescales, tenure types, the return that has to be filed next month. This is the detail that decides whether a system survives contact with your operation, and the reason a general-purpose platform usually cannot.
- Pre-action protocol stage tracking
- Full repair and inspection history per property
- Surveyor reports and expert evidence
- Works ordered in response to a claim
- Legal referral and solicitor correspondence
- Costs, settlements and outcomes
- Linked damp, mould and hazard cases
- Reporting on claim volumes, causes and cost
More of the platform
Each part of Propsys360 works from the same tenancy, property and person record, so nothing is re-keyed and nothing drifts out of step. Most providers start with one or two and add the rest as their existing contracts end.
Integration Platform & Tools
Fits what you already run
Propsys360 connects to the housing, finance, field and compliance systems you already use, orchestrates the processes between them, and replaces the legacy platforms you want to leave behind.
- Microsoft and data
- Finance and payments
- Repairs and contractors
- Residents and compliance
Trusted housing technology for housing associations, councils and public-sector landlords
- 557KTenants supported
- 1.5M+Repairs managed
- £57M+Repairs processed p.a.
- 4.75MCustomer cases
- 500KArrears cases managed
- G-Cloud 15 Supplier
- Microsoft Solutions Partner
- Cyber Essentials Plus Certified
- Cyber Essentials Certified
- ISO 9001
- ISO 27001
- ISO 20000-1
- ISO 14001
The difference it makes
Source: Results reported by housing providers using Propsys360; illustrative where stated. Individual results vary.
What housing providers say
Named people at named organisations, in their own published words.
“We realised that we had a gap around the golden thread of data, in terms of the availability and accessibility of the data we held in seventeen different systems… That meant colleagues could immediately see all non-compliant properties.”
Jake Le Page Head of Building Safety Regulations Notting Hill Genesis
“Neo brought strong Dynamics 365 expertise, worked collaboratively with our internal teams and applied Microsoft best practice within a live operational environment… We would be pleased to recommend them as a Microsoft Dynamics 365 partner within the housing sector.”
Wayne Human Head of IT Change Sage Homes
“The successful deployment of this solution has significantly increased transparency and improved the operational efficiency of our contact centre, allowing us to deliver greater value to our customers.”
Philip Wragg Infrastructure Programme Manager
“The Neo Technology model allows us to scale our development capacity, accelerating our transformation programmes while future-proofing our business, while achieving substantial industry cost savings.”
Group CIO Notting Hill Genesis
Proof from housing providers
Frequently asked questions
Does it track Pre-Action Protocol deadlines?
Yes. Response and disclosure windows are applied on notification and tracked as time remaining, since these are the deadlines that drive cost when missed.
How does disclosure work?
Because repairs, inspections and correspondence already sit against the property, disclosure is a compilation from existing records rather than a fresh investigation.
Can we see our total exposure?
Yes. Open claims, estimated values, works costs and legal costs report together, so exposure is a number rather than an estimate.
Does it help prevent future claims?
Root causes are recorded structurally, so recurring defects and problem archetypes surface at stock level rather than being handled case by case.
See a disrepair claim handled properly
Thirty minutes from letter of claim to resolution, including how disclosure is produced from your existing repairs record.