Some agencies will offer maintenance services as part of, or in addition to, their fully managed service. This typically entails acting as a first point of contact to the tenant for maintenance activities, raising a job, assigning it to a supplier and managing to completion. The supplier will invoice the agency, who in turn pass that expense to the landlord and may levy an additional maintenance fee for managing this activity.
Although you can add a maintenance job independently, before you can assign it you must first naturally create the supplier.
- From the main menu in sales, click Vendors > Add Vendor to see the Add Vendor form.
- Complete the contact details and supplier settings - see field list below.
- Click Save to add the supplier to the system.
All other additional information may be added by subsequently updating the supplier record.
The following items of contact data may be completed by the user; those marked with an asterisk are mandatory fields. All fields are self-explanatory.
Type: The type of supplier. Options are:
- Company (Default)
Name, address and contact details:
- Company name or individual's first and surname
- Address lines 1 and 2
- Emails (primary and secondary) - the primary email is used for automated job alerts if applicable.
- Phone numbers (mobile, home and work)
If you have enabled the postcode lookup add-on you can use this to obtain accurate postal address data which will improve the overall integrity of addresses on the system, and consequently on all documentation generated by the system.
Choose the appropriate trade for this supplier. You cannot add your own custom trades; you must choose from the pre-defined list which cover all the main supplier types. Options are:
- Alarms and security
- EPC and Property Services
- Financial, Legal and Professional
- Furniture and Appliances
- Gas and Fire Safety
- General Maintenance
- Installation and Repair
- Joinery and Roofing
- Painting and Decorating
- Plumbing, Heating and Drainage
Your agency may have negotiated an ongoing discount with the supplier, e.g. for repeat business, or prompt payment. This discount will be applied to the supplier's account, but the cost of the original invoice will be passed in full to the landlord. Enter the discount as a percentage.
Job Email Alert
Set this to Yes to automatically send an email to the supplier when a job is assigned to them. Obviously this only works if the primary email address is specified in the supplier's contact details.
Job SMS Alert
Set this to Yes to automatically send an SMS text message to the supplier when a job is assigned to them. Obviously this only works if a mobile number is specified in the supplier's contact details.
Email Copy to User
Set this to Yes to automatically send a copy of supplier emails to the current user also.