Works Orders

“Works Orders” are records of maintenance/repairs/other such work required at a property. They track the job from report through to completion.

Accessing Works Orders

There are three ways of accessing a Works Order.

The Works Orders Module

Found in the Property Management Dashboard, the Works Order section tracks all outstanding works orders. By default it shows you “Priority” Works Orders – these are orders in which no supplier has been informed about yet. To see all works orders, click “Status” at the top to switch it.

The sections on the right are clickable, bringing up a list of works orders that belong to that specific category.

Works orders that have their status set to “Complete – Invoicing Received” will not show here.

Per Property Works Orders

A list of Works Orders for an individual property can be accessed by clicking the Management section for that property:

Note the “Add Works Order” button that I’ve circled in red above – this is how you’re going to be adding new works orders most times.

This list includes completed works orders.

Per Supplier Works Orders

Works orders can be assigned to a supplier. Once assigned, they will show up in the list of works orders for that supplier in the Management section of the supplier contact.

Note again the “add works order” button – handy if you want to create multiple jobs for the same supplier at once. Like in the property section, completed orders can also be found here.

Adding a New Works Order

Go to the property, click the management section, and click Add Works Order:

This will bring up the Works Order window:

The only necessary part here is the “Summary” box.

If, for instance, you just want to log an issue onto the system because you’re about to inform the landlord about it, what you would do is type details of the issue in the summary, fill in the “Reported by:” box, and then leave a note in the “Notes” section saying that you’re leaving the landlord an email and waiting for a response. Hitting save will log this into the system.

Instructing Work or Requesting a Quote

In other circumstances, however, you might want to get a quote or instruct a contractor. In this case, click the “Select Supplier” button and select the supplier from the list. The list is searchable.

Once the supplier is selected, the “Instruct Supplier”, “Request quote” and “Add Charge” buttons will become available. You use the former two buttons to instruct or to get a quote. The contractor in question will receive an email with an attachment showing them the address of the property, the summary and description you have entered, and the name and contact details of the tenant.

If you do instruct a quote, remember to come back to the works order and put the quote in to the relevant box.

Completed Work

When the work has been completed, return to the Works Order and click “Add Charge”. This will bring up the new charge box. The type of charge will be an “Expense”, but the subtype depends on the type of work carried out. You can upload the invoice in the box to the right once the charge type has been selected.

Remember that we may be charging commission for this work, in which case, go to the property and add another charge. This time it will be an Administration Fee (under the Fees section). However, you will want to rename the Administration Fee to an Arrangement Fee for the specific work.

Remember to Keep the Landlord Informed

The landlord should be informed each time:

  • a works order is logged
  • a quote is received
  • the work is instructed, and
  • the work completed.

So remember to fire those emails off at each milestone. Make it a part of your process.