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Pilotiko for property management companies
A leaking water heater on the third floor, a dozen lease notices due before the end of March and a condo maintenance log to update: one team has to see all of it.
Pilotiko helps a Quebec property management company sort tenant requests into emergencies and plannable work, offer real viewing slots online, assign caretakers and contractors based on calendar and workload, and track deadlines such as lease modification notices, with a person's approval before anything is sent.
In short
- Tenant requests land in a dispatch room and get sorted: emergency, work to schedule, simple question.
- For a 12-month lease, the notice of modification goes out 3 to 6 months before the end: the deadline becomes a dated task.
- Viewings of units for rent are booked online on genuinely free slots.
- Condo maintenance logs and contingency fund studies run on legal cycles the calendar can remind you of.
Which deadlines shape a Quebec property manager's year?
Lease dates drive everything: when your leases end on June 30, renewal notices fall in winter and viewings in spring.
The Tribunal administratif du logement (TAL), Quebec's housing tribunal, sets the notice periods for changing a lease. For a lease of 12 months or more, notice goes out 3 to 6 months before the lease ends; for a lease under 12 months, 1 to 2 months before. For a room, it's 10 to 20 days before the end of a fixed-term lease [1]. A lease ending June 30 therefore gives a window from late December to late March.
The tenant then has one month after receiving the notice to say they object or are leaving. If they don't reply, they're deemed to have accepted the renewal on the landlord's proposed terms [1]. Across a few hundred units, that's hundreds of dates to track, and they don't all land on the same day.
| Period | Main work | What the office must track |
|---|---|---|
| Late December to late March | Modification notices for 12-month leases | Send date of each notice, replies received within a month [1] |
| April to June | Viewings of vacated units, tenant selection, signing | Viewing slots per building, units ready to show |
| July | Move-outs and move-ins, unit inspections, quick turnover work | Caretakers and contractors booked on very tight days |
| September to November | Pre-winter checks: heating, roofs, gutters | Open work orders per building |
What happens when a tenant reports an urgent repair?
The TAL reminds tenants to notify the landlord as soon as possible of a defect. If the landlord doesn't respond in time or can't be reached, the tenant may have the urgent and necessary repair done, limited to what is essential, and be reimbursed for reasonable expenses. If the landlord refuses to pay, the tenant can deduct those amounts from the rent, even without the Tribunal's authorization [2].
For a property manager, the lesson is operational: a request sitting in voicemail costs more than one seen right away. That's the case for a single queue where every report carries the building, the unit, the problem and the person handling it.
What extra obligations apply to condo buildings?
Quebec's regulation on the maintenance log (carnet d'entretien) and the contingency fund study came into force on August 14, 2025. The board of directors must update the log at least once a year and have it reviewed at least every five years, or every ten years in some cases, including buildings with eight private portions or fewer. It must also obtain a contingency fund study every five years [3].
Syndicates have three years and a day to obtain their first log and study, and once they're produced the board has 60 days to make them available to co-owners [3]. If you manage condo buildings for their syndicates, those cycles sit on top of your own.
| Deadline | Source | In Pilotiko |
|---|---|---|
| Modification notice: 3 to 6 months before a 12-month lease ends | TAL [1] | Dated task per unit, assigned to a person |
| Tenant reply: 1 month after receipt | TAL [1] | Follow-up task created at sending, checked off on reply |
| Urgent repair: notify and act quickly | TAL [2] | Request flagged as urgent in dispatch |
| Maintenance log: yearly update | Government of Quebec [3] | Yearly appointment in the syndicate's calendar |
| Contingency fund study: every 5 years | Government of Quebec [3] | Scheduled reminder; the study itself stays with a professional |
How does Pilotiko organize a property management office?
You build the virtual office from catalogue rooms: Reception for calls and visitors, Dispatch for tenant requests, Quotes for work handed to contractors, Clients for owners and syndicates, plus Accounting and Management. A leak on the third floor lights up in Dispatch; a roofing quote waiting for the owner's go-ahead shows in Quotes.
Viewings of units for rent are booked online: prospective tenants only see the leasing agent's free slots, with a buffer between viewings. The caretaker, maintenance worker or painter is suggested by skills, free hours and workload. A service that needs a specific skill refuses an employee who doesn't have it, unless a manager decides to override.
The reception agent and the follow-up agent draft replies and reminders from your company's data. They never answer a tenant or an owner on their own: every message waits for approval from someone on your team.
How many notices and viewings does a 240-unit portfolio involve?
What objections do owners and tenants raise?
- "Nobody called me back about my leak." Every request has an owner and a status; the list of open requests is visible at a glance.
- "I never got the notice." The send date and delivery method are logged on the unit's task; the proof stays in your files.
- "Why this contractor and not another?" The drafted quote spells out the work and the price; the owner decides.
- "I want to visit on Saturday." If the leasing agent has Saturday slots, they show up; if not, no false promises.
What doesn't Pilotiko do yet?
Where should you start?
Enter your buildings and units as customers, your services (viewing, unit inspection, routine repair) with their durations, then your staff and regular contractors. Useful background: the work order, dispatch and human approval of agent actions. Tenant information is personal information: read the Law 25 guide for service businesses.
Your suppliers and partners have pages too: real estate brokers, commercial grounds maintenance, parking lot maintenance and plumbing. To cut no-shows at viewings, see our guide to reducing missed appointments. Plans are on the pricing page.
Frequently asked questions
When must a rent increase notice be sent in Quebec?
For a lease of 12 months or more, 3 to 6 months before the lease ends, according to the Tribunal administratif du logement. For a lease under 12 months it's 1 to 2 months before the end, and for a room, 10 to 20 days.
What if the tenant doesn't answer the notice?
The tenant has one month from receipt to object or announce they're leaving. With no reply in that time, they're deemed to have accepted the renewal on the proposed terms.
Can a tenant carry out an urgent repair themselves?
Yes, if the landlord doesn't respond in time or can't be reached, according to the TAL. The tenant must stick to what's essential and can be reimbursed for reasonable expenses, or deduct them from the rent if the landlord refuses to pay.
How often must a condo update its maintenance log?
At least once a year, with a review at least every five years, or every ten years in some cases such as buildings with eight private portions or fewer. The contingency fund study is required every five years.
Does Pilotiko send lease modification notices?
No. Pilotiko creates and tracks a dated task for each notice, but your team prepares and delivers the notice itself. Automatic email sending isn't available yet.
Can prospective tenants book a viewing online?
Yes, if you open the viewing service to online booking. People only see the leasing agent's genuinely free slots, and the viewing goes straight into that agent's calendar.
Sources
- Tribunal administratif du logement, Changing a condition of the lease (accessed on October 15, 2026).
- Tribunal administratif du logement, Urgent and necessary repairs (accessed on October 15, 2026).
- Gouvernement du Québec, Mesures pour les copropriétés : carnet d'entretien et étude du fonds de prévoyance (accessed on October 15, 2026).
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