Skip to main content

Maintenance - Full Process (Quote to Work Order)

  • Updated

You will often need to create and send a quote request/s and/or a work order to your creditors for work to be carried out on a property.

This article will explain the full process from Adding a Job > Creating a Quote Request > Converting to a Work Order > Completing the Job. 

Contents:

Step by step

Create a Job

(to be completed before sending a quote or work order)

1.  Search for the Property > Tenancy/Management > Initiate Maintenance at the bottom of the screen (also accessible via the Maintenance tab > Create Maintenance Job)

mceclip0.png

2.  Complete the details:

  • Requested By: Agency, Tenancy, Owner
  • Job Summary: Brief description of the work. This appears on the owner statement
  • Description: More detail to provide to your creditor
  • Notification: Select the user. This staff member will receive email notifications of updates on this job
  • Add a photo/s (not mandatory)

mceclip1.png

3.  Create Job

4. This job will now show in Tenancy/Management > Maintenance and the Job Status as Open. 

mceclip2.png Options from here:

  • Manage:
    • Request
      • Owner Approval - Send an email to the owner to approve or reject the maintenance request
      • Quotes - Send a quote to creditor/s
    • Initiate Work Order - Send a work order to creditor
    • Resend Quotes
    • Reject Quotes
  • Edit Job: To edit the content of the job
  • Log/Notes: To make any notes on this specific job
  • Close: To Delete or Complete the job

Request a Quote/s

1. Go to Property > Tenancy/Management > Maintenance > Manage

mceclip3.png

2. Select Request > Quotes & complete the details:

mceclip4.png

  • To: Add Supplier/Creditor by typing the name. If adding multiple creditors, click on the + tab and add name of the additional creditor
  • Cc: To email owner, tenant or other
  • Bcc: To 'blind copy' email owner, tenant or other
  • Subject: Will automatically add type of request and property address
  • From: Select the user
  • Tick if you want
    • Collect Keys from Office (Displays key number)
    • Show Tenant Names & Contact Information
    • Don't Email Creditor/s

mceclip5.png

You can Preview what will be emailed to the creditors via "View Details". See below content:

A. Key number if applicable

B. Tenant contact details

C. Creditor options to Attach Quote (which will automatically save in Vault & be emailed) or to reply Not Interested. 

mceclip6.png

3. Send Quote Request

4. You can see in Property > Maintenance screen when the Creditor has Viewed/Opened or emailed the quote Quote Received

mceclip7.png

mceclip8.png

5. Also on the main Maintenance screen, click on Manage 

mceclip10.png

& select the down arrow on the left of the quote to complete these actions:

mceclip9.png

  • Manage Quote: Will allow you to Attach Quote, Resend Quote, Reject Quote
  • View Quote: Will allow you to View, Download, Send as Email, Reattach
  • Convert to Work Order: To send the work order
  • Reject Quote: If you do not want to proceed

You also have the options:

mceclip11.png

  • New Quote: To add an additional quote
  • Resend Quotes: Tick the box on the right of the quote to proceed
  • Reject Quote: To cancel the quote (this will email a quote rejection to the creditor)

Note: If you have requested multiple quotes, when you convert one to a work order, this will automatically reject the other quotes and inform the relevant Creditors/Contractors. 

Converting a Quote to a Work Order

1. When converting a Quote to a Work Order go to Tenancy/Management > Maintenance > Manage tab on right of the job > click on dropdown > Convert to Work Order

mceclip12.png

You have the ability to add/edit the following:

  • Cc: To email owner, tenant or other
  • Bcc: To 'blind copy' email owner, tenant or other
  • Subject: Will automatically add type of request and property address
  • From: Select the user
  • Tick if you want
    • Collect Keys from Office (Displays key number)
    • Show Tenant Names & Contact Information
    • Don't Email Creditor/s
    • Follow up Work Order - add date and agent

You can Preview what will be emailed to the creditors via "View Details" and see what options the creditor has:

  • Complete Job & Attach Invoice 
  • Advise Job Completion
  • Send Comment/Update

mceclip13.png

2. Send Work Order 

3. The system will double check that you wish to proceed and reject the other quotes

4. Yes/Continue

mceclip14.png

5. Once the creditor has completed the job, they can send the invoice directly through the Work Order email. (This will automatically save the invoice in Vault (Filing Cabinet), be emailed to the user & complete the job)

In doing this, the maintenance job will automatically move from the Pending Maintenance Jobs folder to the Pending and Completed Maintenance Jobs (in the drop down menu on the right hand side)

mceclip17.png

Other ways of completing the job:

  • If you receive the invoice via another method, you can click on Manage Work Order & Attach Invoice which will also Complete Job
  • If no invoice is received (maybe the owner paid directly, you can just Complete Job manually

mceclip16.png

6. Once the work order has been completed, you can view it at any time in Pending & Completed Maintenance Jobs screen as mentioned earlier.  You can see that the Job Status of the work order is marked as Job Completed

mceclip18.png

7. You can view the Maintenance Log in the Log/Notes tab, which automatically updates itself when a status is changed/updated. Also, add additional notes.

mceclip19.png

mceclip20.png

8. When an invoice is uploaded to the maintenance job, the invoice is automatically stored in the Property > Filing Cabinet and ready to be processed for payment

mceclip21.png

If you cannot see any content in the Files, change the filter to All Tenancies on the right side of the Files section.

mceclip22.png

 

 

Related articles