“Forward it to us and we deal with it” is easy to say and vague to buy. This guide describes the process behind that sentence, step by step, so you know exactly what you would be signing up for before you sign up for anything.
What you send
Whatever arrived: an invoice, a quote, a service report, a renewal notice. One email, forwarded as it came, with nothing filled in and no form. If the agreement itself has never been supplied, that is asked for once at the start and never again, because every review depends on it.
What the review covers
The document is read against the agreement it belongs to. For an invoice: the period, the escalation, the additional work lines, the call-out charges and the rates. For a quote: whether any of the work is already covered, whether the scope is described well enough to compare, and how the pricing sits against comparable work. For a renewal notice: the dates, the notice window and what the new term would change. The standards and the contract clauses are cited by name, so nothing rests on opinion.
The three possible outcomes
Nothing to raise. The most common outcome, and it is worth saying so. Most invoices match their contracts, and the value of the check is knowing that rather than assuming it. You are told it is clear, and it is filed.
A question worth asking. Something does not line up and the reasonable question is drafted for you, or raised directly with the contractor on your behalf: which clause makes this call-out chargeable, what date and job does this additional line refer to, which rate applied and why.
A correction requested. Where the answer confirms a discrepancy, the correction is requested politely and followed through to a written outcome. Nearly everything found is an administrative slip caught early: a cap missed in a portfolio-wide increase, a covered job invoiced as an extra. Corrected quickly, these are small events, and a good contractor prefers a client whose paperwork is in order, because it makes every conversation shorter.
What comes back to you
Before each committee meeting, one page: what happened, what it cost, and what needs a decision. Questions in flight are listed with their status, so nothing is chased twice and nothing is quietly dropped. And whenever you would rather run something past a person, Gareth is on the phone.
What this is not
It is not an adversarial exercise, and it is not an audit looking for a villain. The lift company keeps doing the maintenance; the building simply gains a reader on its side of the paperwork. Both sides end up with fewer disputes, not more, because questions get asked when they are small.
It is also not a project with a report at the end. It is the ongoing version of the job described in the other guides here: the same checks, every month, with the building holding its own records throughout, yours and exportable at any time.
Forward invoices, quotes and renewals to an independent lift specialist and get a committee brief before every meeting. Fixed monthly fee, scoped to your portfolio.
See LPM Managed