Vendor Portal

Receive work orders, submit quotes, and track job progress

Accessing Your Portal

Getting Invited

1. Property manager will send you an email invitation
2. Click the activation link
3. Complete your vendor profile:
   • Company name
   • Contact information
   • Service categories (plumbing, electrical, HVAC, etc.)
   • License numbers
   • Insurance information
4. Set your password
5. Click "Activate Account"

Dashboard Overview

Your vendor dashboard shows:

• Pending Quotes: Work orders awaiting your quote
• Active Jobs: Approved work in progress
• Completed Jobs: Recent completions pending payment
• Earnings: Monthly and YTD totals
• Response Rate: Your quote submission speed

Viewing Work Orders

New Work Order Notifications

When a property manager assigns you a work order, you'll receive:

• Email notification
• SMS alert (if enabled)
• In-app notification

Accessing Work Orders

1. Click "Work Orders" in the sidebar
2. View list organized by status:
   • Quote Requested: Needs your quote
   • Quote Submitted: Awaiting approval
   • Approved: Work authorized, ready to schedule
   • In Progress: Work started
   • Completed: Work finished
3. Click any work order to view details

Work Order Details

Each work order includes:

• Property Address: Location of the job
• Unit Number: Specific unit (if applicable)
• Issue Description: Detailed problem description
• Photos: Images of the issue
• Priority Level: Emergency, High, Medium, Low
• Contact Info: Property manager or tenant contact
• Access Instructions: How to access the property

Submitting Quotes

Creating a Quote

1. Open the work order
2. Click "Submit Quote"
3. Fill in quote details:
   • Labor Cost: Your labor charges
   • Materials Cost: Parts and supplies needed
   • Additional Fees: Travel, disposal, etc.
   • Total Amount: Auto-calculated
   • Estimated Timeline: When you can start and complete
   • Notes: Additional information or recommendations
4. Upload supporting documents (optional):
   • Detailed breakdown
   • Product specifications
   • Warranty information
5. Click "Submit Quote"

Quote Status

After submitting, your quote can be:

• Pending Review: Property manager reviewing
• Approved: Work authorized, proceed to schedule
• Rejected: Not approved (with reason)
• Revision Requested: Changes needed

Providing Status Updates

Scheduling Work

1. Once quote is approved, open the work order
2. Click "Schedule Job"
3. Select date and time
4. Add any scheduling notes
5. Click "Confirm Schedule"
6. Property manager and tenant receive notification

Starting Work

1. When you arrive on site, open the work order
2. Click "Start Work"
3. This timestamp tracks when work begins

Progress Updates

1. During work, provide updates:
   • Upload photos of progress
   • Note any additional issues found
   • Update estimated completion time if needed
2. Click "Add Update"
3. Property manager receives notifications

Completing Work

1. When job is finished, click "Complete Job"
2. Upload completion photos (before/after)
3. Add completion notes
4. Submit warranty information (if applicable)
5. Click "Mark as Complete"

Submitting Invoices

Creating an Invoice

1. After completing work, open the work order
2. Click "Create Invoice"
3. Invoice auto-populates from your approved quote
4. Adjust if needed (with explanation):
   • Actual vs estimated materials
   • Additional labor if scope changed
5. Upload supporting receipts
6. Click "Submit Invoice"

Invoice Status

Track your invoice through these stages:

• Submitted: Under review
• Approved: Ready for payment
• Paid: Payment processed

Payment Tracking

1. Click "Payments" in the sidebar
2. View all invoices and payment status
3. See expected payment dates
4. Download payment history for accounting

Managing Your Vendor Profile

Update Company Information

1. Click your company name in the top right
2. Select "Profile"
3. Update:
   • Contact information
   • Service areas
   • License numbers (keep current)
   • Insurance certificates (upload renewals)
   • Payment information
4. Click "Save Changes"

Service Categories

1. Go to Profile → Services
2. Select all categories you provide:
   • Plumbing
   • Electrical
   • HVAC
   • Appliance Repair
   • Carpentry
   • Painting
   • Landscaping
   • And more...
3. This determines which work orders you receive

Notification Settings

1. Go to Profile → Notifications
2. Configure:
   • New work order alerts
   • Quote approvals
   • Payment notifications
   • Message from property managers
3. Choose delivery: Email, SMS, or both

Building Your Reputation

Performance Metrics

Property managers can see your:

• Response Time: How quickly you submit quotes
• Completion Rate: Percentage of jobs finished
• Quality Rating: Property manager feedback
• On-Time Performance: Meeting scheduled dates

Getting More Work

Improve your metrics to receive more work orders:

• Submit quotes within 24 hours
• Provide detailed, accurate quotes
• Communicate proactively during jobs
• Upload quality before/after photos
• Complete work on schedule
• Keep licenses and insurance current

Common Questions

How quickly do I need to respond to work orders?

Property managers expect quotes within 24-48 hours for standard work. Emergency work orders should receive immediate response (within 1-2 hours).

Can I decline a work order?

Yes. If you can't take a job, click "Decline" and provide a brief reason. However, frequent declines may reduce future work order assignments.

What if I find additional problems during work?

Document the issue with photos, submit a new quote through the existing work order, and wait for approval before proceeding with additional work.

When will I get paid?

Payment terms vary by property management company. Standard terms are Net 30 days from invoice approval. Check your vendor agreement for specific terms.

Can I work for multiple property managers?

Yes! You can receive work orders from multiple property management companies through a single vendor portal account.