Your guests know if the shower drain is slow. Your maintenance log doesn’t.
Terracasa builds a complete equipment profile for every room and common area, surfaces what needs attention before it becomes a review, and connects you to licensed local contractors when it does.
You don’t have a facilities team. You have a phone and memory.
Most independent hotels manage maintenance the same way they did in 2005. The tools haven’t caught up.
Equipment failures
A guest reports the AC in Room 204 isn’t cooling. You don’t know the unit’s age, the model, or when it was last serviced. You call your HVAC contact. He’s busy. It becomes a one-star review.
Room 204’s unit is a 9-year-old Carrier due for a tune-up this fall. We flagged it in September. A vetted contractor has already been scheduled.
No record of anything
The water heater for the north wing. When was it last serviced? What model is it? What plumber handled it last time? The answer is “somewhere in email” or “I’d have to call Dave.”
North wing water heater: AO Smith, 7 years old, serviced March 2024, contractor was Pacific Plumbing. Next service window: November. Estimated remaining life: 3–5 years.
Contractor roulette
Something breaks. You call whoever you can reach. Sometimes they’re good. Sometimes they quote $400 for a job that should be $120. You have no way to know until the invoice arrives.
L&I verified, licensed, local contractors. Competitive quotes collected on your behalf. Your contact info only goes to the one you choose. Cost ranges built into the maintenance schedule so you know before you ask.
Reactive, not proactive
The dryer in the laundry room has been struggling for two months. Staff mentioned it once. It becomes a fire hazard inspection item before anyone does anything about it.
Dryer lint trap and exhaust vent: quarterly flag. Six months overdue — in last week’s digest. Contractor quote in the job queue. Handled before the inspector arrives.
Walk around once. Run ahead of problems after that.
The whole system runs from a phone camera and a text thread. No app to install. No new software to learn.
Build your property profile
Walk around one representative room per room type. Photograph appliances, HVAC units, water heaters, commercial equipment. We extract model numbers, decode serial dates, and build the service record. Common areas get their own individual profiles.
Get a maintenance schedule, not a to-do list
We calculate what needs attention, when, and what it should cost — for every room type and common area. The weekly digest surfaces the 2 most important items before they surface in a guest review.
Licensed contractors, found for you
When something needs a licensed pro, we find vetted local contractors, reach out on your behalf, and collect competitive quotes. You pick one. Guest-facing issues get priority routing — a broken AC in an occupied room shouldn’t wait three days for a quote.
Everything by zone. Nothing lost.
The dashboard organises by room type and area — not a flat list of 30 identical cards. Standard rooms inherit from the same profile template. Common areas, kitchen, back-of-house all get their own section.
Already using Cloudbeds or Little Hotelier? Terracasa handles the maintenance layer they don’t have. Keep your PMS — add what’s missing.
Room 204 — Standard King
HVAC filter 4 months overdue · 14 of 18 rooms affected
Suites (4 rooms)
All systems current · Next service: Dec
Commercial kitchen
Hood cleaned Oct · Refrigeration serviced Sep
North wing water heater
Year 9 · 3 deals this week from $1,190 · Buy signal
Built for properties without a facilities department.
Room type profiles
Walk around one representative room. Apply the equipment profile to all rooms of that type. 30 rooms don’t need 30 walk-arounds.
Zone-based dashboard
View maintenance by room type, common area, or back-of-house. Nothing falls through the gap between “I thought you handled it” and “I thought you handled it.”
Guest-impact urgency
A broken AC in an occupied room surfaces differently than a laundry room dryer. Urgency scoring knows the difference.
Staff MMS reporting
Housekeeping photographs an issue. Automatically classified and routed to the job flow. You approve from your phone. Contractor scheduled before the next guest arrives.
Replacement timing
Water heater entering its 9th year. Deal monitoring active. Buy/wait signal — same logic as Kayak, for your equipment.
Vetted contractor matching
L&I licensed, local, competitive quotes. System history pre-loaded before the contractor ever arrives. No more “what model is it?” on the first call.
Already using Cloudbeds or Little Hotelier?
Your PMS handles reservations, channel management, and front desk operations. Neither touches equipment maintenance intelligence, contractor sourcing, or proactive service scheduling. Terracasa is the maintenance layer that complements both — you keep what works, you add what’s missing.
Flat monthly pricing. No per-room fees.
Contractor matching is always free. You only pay for the intelligence layer. Compare to what you’re already paying for your PMS.
- Room type profiles (up to 15 rooms)
- Common area profiles (lobby, kitchen, pool)
- Weekly maintenance digest
- Contractor matching (always free)
- Staff MMS photo intake
- Deal monitoring for replacement items
- Unlimited room type profiles
- All common area + back-of-house profiles
- Zone-based portfolio dashboard
- Guest-impact urgency scoring
- All small property features included
- Spend history + maintenance expense records
Over 50 rooms? Talk to us →
Questions, answered.
How much does Terracasa cost?
Do I need new software or an app?
Does this replace my PMS?
What size property is this built for?
Can my whole team use it?
How do I get started?
What your PMS doesn’t do.
Walk around your property this week. 20–30 minutes. You’ll have a complete equipment record and a maintenance schedule you didn’t have to write — before your next guest checks in.
Want to talk to someone first?
Running a property and want to see if this fits before you dive in? Tell us about it and we’ll get back to you. No pressure, no sales pitch.