This video will help your vendors navigate through the vendor portal. It will show how to upload an invoice and send to the PM as well as other functions within the vendor portal.
Quick View Navigation
Work Orders
- From your Vendor Portal, please click on the Work Order you wish to accept/reject.
- On the next screen you will see the details of that work order and the choice of accepting/rejecting.
- In the event you choose to accept your Work Order a schedule window will appear with the times this tenant has suggested for your services.
- If you wish to suggest new times, please click on the bottom of the window where it says "Suggest New Times". A similar window will appear for you to click on the days that better work with your schedule.
- Once you have submitted the new times the tenant will get a notification in their portal to look and review if the times now work for them. Over on your side, the work order will be in a pending state that's waiting for acceptance from the tenant.
Please note that the "Scheduling" Option only works if the Property Management Company has decided to implement it under their settings.
- Once a time is selected you will see in the top right of this page, you can click the green "Complete" button to start the work order completion flow.
- The first step is to enter complete comments. This is a required field so something needs to be entered in this field. If there are no comments to add you can add "N/A". You also have the option to upload any resolution photos to this page. If you are on your phone you can upload pictures from your photo library. This is not a required field so images do not have to be uploaded. Click the "Next" button in the bottom right to continue.
If images are uploaded in the resolution photos, you can see them as an attachment. If they show here, this means that they have been successfully uploaded. You can also remove any by clicking the trashcan icon next to it.
- The next page will be where you can upload an invoice. If you do not want to upload an invoice you can select no and submit the work order. If you would like to you can click yes. You will also have the option to click upload invoice or to create an invoice.
- If you choose upload, you will have a field for a reference that is required. You will need to fill out this information. You will then see a perforated box that you can click on to pull up files from your computer. This will upload and you will be able to see the attachment underneath this box. Under that, you will see additional files where you can upload any other files from your computer that pertain to this work order.
- If you choose the create option there will be an invoice or reference number, a due date, and line items with a description and amount. You can also click the line item button to add more line items to the invoice. These are all required fields so they all need to be filled out before you can submit the invoice.
- When you are done make sure you click the green "Submit" button in the bottom right. This will show the work order as completed and upload the invoice if attached.
Estimates
- You will also notice an Estimates tab. Here you will be able to check all requests, previously submitted estimates, and estimates that have been declined.
- To accept a work order estimate you can click on the requests tab. You can then navigate and click on one of the line items in this list.
- This will take you to a screen where you can accept or decline. If you click accept it will allow you to enter important information regarding the estimate. Once submitted it will be sent right back to the property management company.
Invoices
- From the Invoices tab, you will be able to view all invoices that you have submitted. You will also be able to see important notices like all pending invoices and all unpaid invoices. Each invoice will have its own status whether it be pending, approved-unpaid, declined, or paid.
- If you did not submit an invoice while completing a work order, then you can click the Submit Invoice button in the top right. This will allow you to easily upload or create an invoice. This will not be associated with a specific work order if uploaded this way.
- You can also view the payments tab. This will show you all of the payments and all of the associated invoices have been paid. This is a quick view to see what you have collected based on the work orders submitted. You can click on each line item to view payment information.
Files
- The Files tab is where you will be able to view all files that have been shared with you from the property management company. You can also upload files that do not pertain to a specific work order in this section.
