Managing work orders

Purpose

The work order formalises the order placed with a contractor: it sets a cap (incl. VAT), links the expense to the unit, the mandate, and the owner, and tracks every step until the invoice.

When the cap exceeds the defined approval threshold, REOS first requests the owner's approval by email, which allows you to comply with the terms of the management mandate without manual follow-up.

Where to find it

1. Operations
2. Work orders

An order can also be created from a ticket by using the “Work order” action in the “Maintenance” screen.

Steps

1. Create the order from a “Maintenance” ticket, or click on “New” in order to open “New work order”.
2. Enter the “Contractor”, the “Unit”, the “Description”, and the “Cap (incl. VAT)”, then verify the “Owner” and the “Mandate” which are retrieved automatically.
3. Click on “Send”: the order is sent to the contractor by email, or an approval request is sent to the owner if the cap exceeds the threshold.
4. Track the progress in the “Approval”, “Visit”, “Invoice”, and “Status” columns, which are updated by the responses from the owner and the contractor.
5. Open the “Quote” or the “Invoice” submitted by the contractor using the corresponding row actions.
6. Click on “Book the expense” when the order is “Invoiced” in order to allocate the expense to the unit and close the ticket.

Good to know

• The approval threshold is that of the mandate, defined by the “Works approval threshold (€)” action in the “Mandates” screen; otherwise, the one from the “Payment details” card in the “Billing” screen applies.
• A “Quote above cap” badge appears in the “Ceiling” column when the contractor's quote exceeds the authorised amount.
• Sending requires the contractor to have an email address, and the approval request requires a cap and the owner's email address.

Related guides

• OperationsObtaining owner approvalBeyond the scheduled threshold, the owner receives a link to approve or refuse the works, and the order is sent to the supplier upon their approval.
• 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.
• OperationsRead and book the invoiceThe AI reads the invoice uploaded by the supplier to extract the amount, after which the expense is allocated to the unit with a single click.
• OperationsTracking maintenance requestsRecord, prioritise and close maintenance tickets for your units, then convert them into work orders.
• OperationsMaintaining the supplier databaseCentralise contractors and service providers with their trades, contact details, insurance, ratings, and contacts.