Submitted Invoices - Maintenance Jobs & Deductions

The submitted invoices section found within the maintenance tab allows you to submit in a quote from a contractor, link this to a maintenance job, and apply a deduction via this function. 

At the stage of this quote being submitted by a contractor, you are likely to have a maintenance job already created and sent the worksheet to the contractor. So you will need to find the job and make a note of the job number. 

Once you have that number go to the submitted invoices section and click add. You will see the following box pop up which allows you to specify the maintenance job details - including the job number, property, contractor, amount & the source of the quoted invoice. 

Please note that you can also choose the source of where the submitted invoice has come from including: a staff member being sent it directly, fixflo and the agentOS contractor app (in BETA). 

Once the ContractorApp is fully functioning, your contractors will be able to upload their invoice via the app and it will appear in the submitted section for you. Here is what the contractor will see and need to fill out:

Once a submitted invoice has been created, this will be automatically linked to the maintenance job and found within the specific section on the job. 

Within the maintenance job then you might choose to email the landlord to inform them of the quoted price from the contractor. 

And from their response you can either authorise or reject the submitted invoice.

If you choose to authorise the submitted invoice will automatically action a maintenance deduction on the landlords account, and close the maintenance job. 

If you chose to reject the submitted invoice that will be stated within the maintenance job, and from there you can submitted another one, or do a manual maintenance deduction.