Vendors, vendor bills and the vendor job page
Keep your vendors with their trades, areas, insurance and licence dates. Send a work order, get the quote and approve it. The vendor books, starts, finishes and sends the invoice from a job page by link, with no login. A vendor bill is drafted from the final cost.
PLANSFrom Growth
The problem it solves
- Quotes come by WhatsApp and are compared from memory.
- You call the plumber three times to find out when he will come.
- The final bill is higher than what was agreed, and nobody has the approved amount.
- A vendor's insurance ran out last year.
How it works
- Lease > Operations > Maintenance > Vendors: a company with the Maintenance Vendor tab: trades, areas served, insurance until, licence until, rates.
- On a repair request press Work Order: the vendor, trade, when and the instructions.
- Ask a Quote: the vendor gets a message with the link to the job page. They send the quote there (or you enter it and press Quoted).
- Approve with the amount it may cost (Approved Up To). Schedule, or let the vendor book a time on the page.
- On the page the vendor starts the work with photos before, marks it done with the final cost and photos after, and attaches the invoice.
- Make Vendor Bill: a draft vendor bill for the final cost. When every work order of a request is done, the request is done too.
Everything it does
Vendor
- Maintenance Vendor tick on a contact
- Trades (plumber, electrician, AC technician, painter)
- Areas served, rates
- Insurance until and licence until dates
Work order
- Number, request, unit and property, vendor, trade, instructions
- Quote, Approved Up To (the quote when empty), Final Cost (the approved amount when empty)
- Scheduled for, started, done; photos before and after
- States: Draft, Quote Asked, Quoted, Approved, Scheduled, In Progress, Done, Cancelled
- Cancel before approval only
- Filters Open, Done, No Bill
The job page
- Opened from the link, no login
- Shows the job, the property address and unit, room, best times, may enter without the tenant, pets, the quote and amount approved
- Send your quote; book when you will come; Start the Work with photos; Mark Done with the final cost and photos; attach the invoice
- Each step is posted on the work order
Vendor bill
- Make Vendor Bill: a draft bill to the vendor for the final cost, on an expense account
- With owners and client money, a bill for an owner-paid repair is taken from the owner's money once posted
Reports
- Lease > Reporting > Operations and Leasing > Vendor Work
Who uses it
Property managerPicks the vendor, asks for quotes and approves work orders.
VendorQuotes, books, works and invoices from the job page.
AccountsPosts the vendor bill and pays it.
Where you use it
- Web: Lease > Operations > Maintenance > Vendors and Work Orders; Work Order on a repair request
- Job page for the vendor: a link in the work order email, no login
- Not a vendor login or app: vendors use the job page only
What you control
Settings
- Approved Up To: the quote when left empty
Approvals
- Maintenance work order: Approve asks the chain, the property managers to start with, with levels by amount, on every plan
- From Growth, the owner of the unit can be a level. The owner's repair limit is checked only when the chain has that owner level with the over-limit condition
Notifications
- New Work Order: to the vendor when a quote is asked, and when the work is approved or scheduled. By email (with the job page link) and in-app
- Goes out at once; each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Works with
SmartMy Lease owners and client moneyOwner-paid repairs are taken from the owner's ledger when the vendor bill is posted.
Questions
Does the vendor need a login?
No. The work order email carries a link to the job page. There the vendor quotes, books a time, starts with photos, finishes and attaches the invoice.Can we see what was approved against the final cost?
Yes. The work order keeps the quote, Approved Up To and the Final Cost. Check the final cost against the approved amount before you post the bill.Is the vendor bill posted by itself?
No. Make Vendor Bill drafts it for the final cost; accounts check and post it.Can we track vendor insurance?
Yes. Each vendor has Insurance Until and Licence Until dates on the Maintenance Vendor tab.Related features
CHECKS, DEPOSITS AND REPAIRSRepair requests with service levels and work ordersTenants report repairs with photos from their page or the app. Each request gets a category and urgency, and respond-by and fix-by times from your service levels. It also gets work orders to vendors, a recharge to the tenant when they pay, and the tenant's rating.OWNERS AND CLIENT MONEYOwners approve repairs, with their own pages and appOwners sign in to see their units, how long each is let and their statements, on the web and in the SmartMy Lease app. From Growth, a repair over the owner's limit can wait for the owner's approval.OWNERS AND CLIENT MONEYOwner ledgers, statements and payoutsRent you collect for owners goes to an owner payable account, not your income. Each owner's ledger fills by itself with rent, fees and repairs, and each period you send a statement and pay out from the client bank.REPORTS AND AIMaintenance, vendor and leasing funnel reportsSee where repair money goes by property and kind of work, and which repairs ran late. See what each vendor did and cost, and how enquiries turn into leases.ACROSS SMARTMY LEASEApproval chainsWork orders, tenant applications, fit-out drawings and charges wait for levels of approval, such as the owner of the unit for repairs over their limit. Each kind has a chain per Entity, with the managers as the first level.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.