Work Orders

Newly assigned Word Orders from AppFolio Property Managers will automatically appear in your Vendor Portal. You will also receive an email notification.

Accept or Decline Work

When you receive a new job in Vendor Portal, you may need to Accept or Decline the job.

● Accept: Accepting tells your customer that you will take this job. As a result, you will be able to view the work order on Vendor Portal.

● Decline: Declining tells your customer that you are not able to take this job. As a result, the work order will not be visible on Vendor Portal and your customer will receive an email notifying them that you have declined.

How do I find Work Orders?

Search Bar - At any time, you can use the search bar and type in the work order number (e.g. #250-1) or the property address. Clicking any of the results will take you to the Details Page of that job

Work Orders (Index) Page - The Work Orders (Index) page is where you will see all jobs that you have been assigned to by AppFolio management companies.

Filters

You can also use filters to help you narrow down the work orders that are visible.

Filter by Property Manager: If you want to view work from a specific management company, click the “Property Manager” field and select the desired customer.

Work Orders

On the Work Orders page, work orders are separated into three different groups based on the stage of the job.

Groups:

● Estimates: When a customer requests an estimate for a job, it will appear in the “Estimates” tab. Navigate here to view work orders that need an estimate.

● In Progress: This is for assigned work orders that you have not completed work for. Navigate here to see what jobs you can work on.

● Completed: This is for assigned work orders that you have marked as completed and need to be paid for. Navigate here to submit an invoice and to track your payments.

Work Order Statuses

A status is a quick summary that tells you what stage the job is in. On the Work Orders page, statuses are indicated by color coded badges on each work order.

Statuses in the “Estimates” Group:

Needs Estimate: You need to submit an estimate of this job
Estimated: The customer needs to review your estimate

Statuses in the “In Progress” Group:

On Hold: You should ask the customer if this job is available
Accept/Reject: You need to accept or reject the job
Available: You are able to do the job
Scheduled: The job has been scheduled and you are able to do the job

Statuses in the “Completed” Group:

Needs Invoice: You need to submit an invoice for this job
Under Review: The customer is reviewing your invoice
Payment Pending: The customer has approved your invoice
Payment Sent: The customer has sent your payment
Closed: The job was completed without a payment

I've been assigned, now what?

Details Page - Navigate to the details page by clicking a work order on the Work Orders page. This is where you will see all the details relating to the job.

Download or Print Work Order

You can download a PDF containing the details of the work order by clicking the “Download PDF” button at the top of the Details Page

Scheduling

For maintenance requests submitted by tenants, they may provide their availability. If this is the case, you are able to schedule a time matching their availability.

Select any time and click “Schedule Job” to schedule the job. Your customer and the tenant will be notified.
We will send the tenant a reminder 24 hours before the scheduled time.

If tenants have not provided their availability, you can also reach out to the tenant directly and schedule a time. After doing so, you can enter in the information in the “Schedule” block.

Send an Invoice

Invoices allow you to tell your customer how much you expect to be paid for your work.

To send an invoice to your customer, click the “Invoices” button at the bottom of a Work Order

Note: With a Work Order, there are two ways you can send an invoice to your customer

Upload an Invoice

If you have another tool you use to create your invoice, you can upload it into Vendor Portal and your customer will receive it.

Create an Invoice

You can create a new invoice from scratch by creating billable items.
● Description: Enter the item to be paid for such as materials or labor.
● Quantity: Enter in the amount of the materials or hours of labor.
● Rate: Enter in the cost of individual cost of each material or hourly rate.

1. Click the “Create Invoice” button on the Vendor Portal Invoice
2. Fill out the Description, Quantity, and Rate for each billable line item
3. If needed, you can add more line items by clicking “Add Line Item”
4. Click “Submit Invoice” to finish sending the invoice.

Note: Adding invoices, editing existing invoices, and uploading attachments to invoices will send an email notification to your customer

Editing an Invoice

You can make changes to the invoice by clicking “edit” and by clicking the 3 dots (Kebab) icon:

Adding a Note

Notes allow you to provide messages and photos about the job to your customer. To add notes to your work order, click the “Notes” button at the bottom of a Work Order

1. Type in your message in the “Add Note” field
2. If you need to add a photo, click the “Add Photos to this Note” button to upload up to 10 photos per note
3. Click the “Save Note” button
4. After saving, you can edit a note by clicking “edit” in the top right corner of a note. Edited messages will receive an “Edited Tag”

Note: Adding notes, editing existing notes, and uploading images to notes will send an email notification to your customer

Work Done

After completing the job, you can tell your customer that you have finished by clicking “Work Done”. This will change the status to Under Review or Needs Invoice if you have not added an invoice.

Note: After moving a work order to the “Work Done” group, you have 10 seconds to undo this action. Do this by clicking “Revert” on the green popup at the bottom of your screen.

Sending an Estimate

Property Managers have the option to request estimates from multiple vendors for each job. If you are selected, you will receive the job details in the “Estimates” Work Order Group in Vendor Portal.

You will be able to submit an estimated cost which will be submitted back to the Property Manager. If you are approved, this will move to the “In Progress” Work Order Group in Vendor Portal and you will be notified via email.