Maintenance Requests and Work Orders

Overview

Maintenance in Reapit PM follows a consistent lifecycle: a request is logged, approved by the owner if required, issued to a supplier as a work order, and closed off when the invoice arrives. This article covers:

• Logging a maintenance request
• Obtaining owner approval and quotes
• Issuing a work order
• Completing and invoicing the job

Log a maintenance request

1. Navigate to Maintenance and select + New request, or open the property and select Add maintenance.
2. Requests reported by tenants through the tenant portal arrive automatically with photos attached — open them from the New column.
3. Record the issue description, priority (Emergency, Urgent, Routine) and attach any photos.
4. Check the property's appliance and warranty details on the request panel — items still under warranty should go to the warranty provider, not a paid supplier.
5. Select Save. The request appears on the maintenance board in the New column.

Note: Emergency priority triggers an immediate notification to the assigned property manager, including outside business hours if the office escalation contact is configured.

Obtain owner approval and quotes

1. Check the owner's spend limit on the property record. Work below the limit can proceed without contact; work above it needs approval.
2. Select Request approval to send the owner the job details and photos. Owners can approve with one click from the email or owner portal, and the response is recorded on the request.
3. If quotes are needed, select Request quotes and choose up to three suppliers. Submitted quotes attach to the request for the owner to compare.

Issue a work order

1. With approval recorded, select Create work order on the request.
2. Choose the supplier — the list is filtered to suppliers with current insurance and licence details on file.
3. Confirm the job details, access instructions and the approved cost limit, then select Send. The supplier receives the work order by email with tenant contact details for arranging access.

Tip: Suppliers with expired insurance are flagged in red and cannot be issued work orders until their documents are updated under People › Suppliers.

Complete and invoice the job

1. When the supplier confirms completion, move the request to Work complete, or let the tenant confirm via the portal.
2. Enter the supplier invoice against the work order, or match it automatically if the supplier emails invoices to your agency's invoice inbox.
3. The invoice is paid from owner funds in the next payment run, and the job closes with its full history stored against the property.