Work orders

A work order tracks work commissioned from a contractor, such as a repair or regular maintenance. Work orders work on both sale and rental listings.

Create a work order

1. Add the contractor as a contact.
2. Open the listing’s Actions > Work orders > Create work order. The listing must be Active.
3. Select the contractor and, where relevant, the letting and originating inspection.
4. Give the work a clear title, start time, expected duration in days (1 to 3,650), and priority: Low, Normal, or High.
5. Choose the current status. A new work order cannot start as Cancelled.
6. Enter the agreed price and its basis: Per scheduled job, Per billing period, or Whole contract. For a billing-period price, choose Day, Week, Month, Quarter, or Year.
7. Add notes and required custom fields, then save.
8. Add files, forms, payments, and alerts through the work order’s Actions menu.

Make the scope and price basis explicit. A monthly maintenance price describes the agreement; it does not create monthly payments or work visits automatically.

Statuses

Use Draft while preparing the work and Awaiting approval when a decision is outstanding. Pending means approved and waiting to start. Move to In progress, then Completed when appropriate, or Cancelled when the work will not proceed.

These are operational statuses you maintain. Selecting Awaiting approval does not send the landlord an approval request. Arrange the necessary communication, then record its outcome.

Supporting records

• Files: store a signed agreement, quotation, correspondence, or completion evidence as a File.
• Forms: use Forms for structured questions associated with the work.
• Alerts: use an alert for recurring work or payment follow-ups.
• Inspections: if work needs checking, create an inspection linked to the work order, and update the work order status after reviewing the result.

Payments

Record each landlord payment, contractor payout, or refund explicitly as a payment. Changing the work order status does not mark its payments Paid.

For example, a checkout inspection may identify a broken fitting. Create a repair work order linked to that inspection, record the agreed contractor price, then log an Incoming Landlord work payment and an Outgoing Contractor payout as appropriate. The inspection findings, work status, and payment status remain separately visible.