Obtaining owner approval

Purpose

When the cap of a work order exceeds the approval threshold set by the mandate or the organisation, the owner must approve the expense prior to ordering, in order that the agency acts within the limits of its mandate.

REOS sends them an email containing a link to a public page, on which they review the works and reply without needing an account.

Where to find it

1. Operations
2. Work orders

Action “Send” on an order with the status “Draft” or “Declined”.

Steps

1. Verify that the order includes a “Cap (incl. VAT)” and that the owner record has an email address.
2. Click on “Send”: the order switches to the status “Awaiting approval” and the “Approval” column displays “Pending”.
3. The owner opens the “Approval for works” page, which displays the agency, the lot, the address, the supplier, the cap including VAT, and the description of the works.
4. They click on “Approve the works” or on “Refuse”, adding a “Comment (optional)” if necessary.
5. In the event of approval, the order is sent automatically to the supplier, and in the event of refusal, the order switches to the status “Declined” and can be reviewed then resent.

Good to know

• The person who created the order, or failing that the agency address, receives an email upon each response from the owner, including comments.
• Below the threshold, or when no owner is attached, the approval is marked “Not required” and the order is sent directly to the supplier.
• A response can only be recorded once for the same approval request.

Related guides

• OperationsManaging work ordersOrder work from a contractor with a cap, obtain owner approval if necessary, and track the visit until the invoice is received.
• PortfolioManaging mandatesRecord your sales, letting, management or co-ownership mandates, numbered in the register, and track them until they end.
• PortfolioManaging ownersCentralise your principals' contact details and locate their buildings, mandates and statements directly on their profile.
• OperationsAllowing the supplier to track the orderThe supplier receives a personal link where they can upload their quote, schedule the visit date, record completion, and submit their invoice.