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How Ray Cooke unlocked growth with Fixflo

Managing maintenance for a growing portfolio can be tough. Duncan Cusack, Head of Property Management at Ray Cooke Auctioneers, faced this challenge with a messy system of spreadsheets, emails, and phone calls. Fixflo changed everything, streamlining operations and making it a must-have for property managers seeking efficiency.

“If I want to know how many jobs are open, how many are closed, and how many were resolved, I can see it all instantly.”

- Duncan Cusack, Head of Property Management

The challenge: unable to scale with outdated tools

Ray Cooke Auctioneers operates across eight offices in Dublin, managing a substantial amount of properties. As their business grew, their existing systems couldn’t keep up. “We were using spreadsheets, emails, WhatsApp, and even Word documents,” Duncan explains. “Each property manager had their own way of tracking tasks, and there was no clear, centralised view of what was done and what was outstanding.”

Without a unified system, tracking the progress of jobs became nearly impossible. Whether it was a broken boiler, a leaking window, or a toilet repair, managing tasks through multiple communication channels led to confusion, delays, and a lack of accountability.

“When someone went on leave, there was no way to know what was done or what was left pending,” Duncan recalls. “We needed a one-stop-shop where we could easily see the status of every job.”

The solution: why Fixflo stood out

The team turned to Fixflo for a solution, and the difference was immediate. Fixflo allowed Ray Cooke Auctioneers to consolidate their entire maintenance process into one system, providing full visibility across all properties. Now, they could see at a glance whether a job had been completed, approved, invoiced, or was still in progress.

“We can track every job at the touch of a button,” Duncan says. “If I want to know how many jobs are open, how many are closed, and how many were resolved, I can see it all instantly.”

This system has been particularly transformative for handling common maintenance tasks, such as annual boiler services. “In Ireland, gas boilers need to be serviced yearly. Fixflo automates the entire process, so we don’t have to chase it. It just gets done, and everything is tracked, including approvals and completion.”

 

Why senior property managers can rely on Fixflo

 

Enhanced communication and accountability

Fixflo’s system ensures that every stakeholder – from contractors to tenants, landlords, and property managers – is kept in the loop. All communications, approvals, and job updates are tracked in one place. This has eliminated the need for back-and-forth emails or WhatsApp messages, and reduced the risk of missed tasks. 
“If a landlord claims they didn’t approve a repair, we can show them the exact approval within Fixflo,” Duncan explains. “It’s all there, documented and easily accessible.”

Real-time oversight for senior managers

Fixflo offers senior managers a bird’s-eye view of operations. Duncan now reviews job reports weekly to assess trends and track performance. “I can see how many jobs were raised, completed, and still outstanding. If there’s a spike in unresolved tasks, I know right away and can take action.”
This level of oversight is invaluable for larger portfolios, as it allows property managers to track efficiency, identify bottlenecks, and allocate resources effectively.

Efficiency gains and cost savings

By automating routine processes and providing better visibility, Fixflo has made it possible for Ray Cooke Auctioneers to scale without adding extra staff. “Quantifying the exact return on investment is difficult, but what’s clear is that without Fixflo, we wouldn’t have been able to grow as we have,” Duncan says. “A property manager can now handle more tasks because everything is tracked and streamlined.”

Improved tenant and landlord experience

Tenants can now report issues directly through Fixflo, often including photos or videos to illustrate the problem. This has sped up diagnosis and reduced the need for unnecessary site visits. Landlords also appreciate the system’s transparency, as they can view maintenance requests and approve jobs directly through the platform. “The landlords have definitely noticed the difference,” Duncan shares. “They can see the problem, approve it, and trust that it’s being handled efficiently.”
Illustration showing property managers floating around a Fixflo screen, using Fixflo on their devices

Put down the stress ball

Too many texts? Inbox exploding? You need reporting, automation, and communication tools to improve efficiency and deliver compliance. Imagine how much better things will be for you and your stakeholders.

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