July 09, 2015

The Complicated Maze of Maintenance Requests, Work Orders & Purchase Orders

When it comes to maintenance requests, sometimes the words “work order” and “purchase order” are used interchangeably. Yet, they have two distinct meanings.

And, keeping on top of all the work orders and matching them with purchase orders can be an exercise in paper futility.

Let’s take the example of a leak in a resident’s unit. The work order is to fix the leak. This one work order can result in multiple purchase orders as well as additional work orders:

  • A purchase order for the plumber.
  • A purchase order for new drywall and plastering.
  • A purchase order for a painter.
  • A work order for site staff to clean up.

That’s one leak in one unit.

Compound that by hundreds of units per property, and multiple properties. Suddenly, a property management company has a lot to wrangle.

Simplify & Streamline

Forward-looking property managers opt use a web-based maintenance portal solution. Why? Because the benefits are numerous:

Easier Maintenance Monitoring & Management – A web-based solution simplifies the maintenance process, allowing managers to track maintenance requests submitted by residents, assign a work order and then match the appropriate POs to each work order. The property management company can then communicate through the portal with both the contractors and the resident, ensuring both timely updates for the renter and a clear, traceable communication trail with contractors or on-site maintenance staff.

Better Reporting/Cost Analysis – When property management firms can look across their portfolios and see which properties have a higher maintenance cost ratio, they can hone in on problem areas and make more informed decisions on how to reduce costs.

Proactive Preventative Maintenance – Property managers can assign future POs to a contractor for preventative maintenance, HVAC for instance, to ensure that routine vent checks, cleanings and furnace inspections are never missed or forgotten. (Statistics show that properties that invest in preventative maintenance reduce their overall repair costs and help prevent any unpleasant surprises.)

Reduced Administrative Tasks – Companies can significantly reduce the time it takes to match POs to work orders as well as the potential human error through a centralized portal. This also helps speed up Accounts Payable approvals, reducing any overdue charges, and allowing the AP department to capture early payment discounts.

Maintenance Made Easy

Property Vista’s maintenance solution is web-based, easy to use and offers a centralized communication portal. It easily integrates with many property management software solutions, for extra flexibility and usability. As well, because our solution is made by property managers for property managers, we have a deep understanding of the unique challenges this industry faces on a daily basis.

To discover how Property Vista can help you deliver outstanding maintenance service, sign up for your free account today or give us a call to learn more.

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Devika Kabe

Financial/Administrative Assistant, Katalyst Real Estate Corp.

Describe your experience in a few words

Property Vista takes off the administrative burden of physically entering leases.

What do you like the most about the software?

The ability to automatically collect rent monthly through auto-pay, pulls out rent from tenants bank account