As a Property Manager, you can post a job for an external trade/third party trade. i.e. a trade that is not registered in the B+A system.
(This feature is mainly used for strata or building managers or other warranty vendors who are not registered in the B+A system if the trade is a registered creditor or supplier in your CRM software and has synced into this maintenance software, this feature is not available)
If you already know how to post a work order please scroll down to Step 4. If you're still new to the platform, below is your step-by-step guide to posting a quote request.
Property: Begin writing the address and it will show the addresses that match.
Tenant: Once you select the property the tenant's details will be filled in automatically.
You can also select 'not required' to exclude the tenant from the job, the trade will also not receive the tenant's contact details.
Can set a vacate date when adding a Tenant to the Property (Tenancy Period).
Job Title: Add a meaningful title for the maintenance.
Job Description: Description of the issue that requires maintenance attention.
Attachments: If you have any photos or videos, you can drag and drop a file into the box.
You will be prompted with a preview of the job with the details and you can edit the details such as Title, Description, Address, Service, Job Budget, Attachments, Job Payer, Tenant, Owner.
Insights: You will be prompted with the suggested average cost for the job and the average time to complete the job.
Maintenance Type: You can select whether the maintenance request is paid or warranty.
Recurrence: If this maintenance request is a recurring job, such as monthly pool cleaning or garden maintenance you can define the required recurring period. Each month a work order will automatically be sent to the trade.
Priority: Priority will be set to Normal if it is not urgent.
Due Date: The date by which the job has to be done.
Key Collection: Select how the trade can access the property.
Note for the job: The property manager can add a note for the property, by default these are internal notes unless the private option is unticked then the owner, tenant and trade will see the note.
After the invited trade, you will be taken to a screen with the below 3 options. In this article, we will be showing you how to send a work order to a strata/ external user.
Company Name - You can enter the company name of the external trade.
Company Email - You can enter the email of the trade.
Owner Attending - If the owner wants to arrange a trade or they want to do the work themselves.
Notify Owner - Send the owners a notification that a work order or quote request has been sent out to a trade. Note this is not owner approval - but just an FYI that you are allocating the job for your owners.
Note, if you are a Property Tree user, Strata details will automatically show on this page for you to send them the work order, provided the Strata company is linked to the property in Property Tree.
When all the information is added it's time to submit.
There are 2 options you could execute,
Post this job now: This sends the work order directly to the trade or strata/external user. The request will be moved to the “Unscheduled" category.
Save as Draft: If you need to make any changes but don't want to complete the request, you can save it as a draft and come back to it at a point later in time.