Request and comparing quotes from contractors have become whole lot easier to the Property Inspect Maintenance Module.
In this article we consider the steps and options available within the Property Inspect Maintenance Module to help you to:
How to Request a Quote from Multiple Contractors
Request quotes from multiple contractors for repairs needed directly from your Property Inspect account.
Navigate to the actions tab of a property within Property Inspect.
Using the filter's and, or, selecting from the list of available actions, make a selection of actions to include in the request for quote (RFQ).
Select "Create Request for Quote" to generate a quote request,
Add a title to the RFQ and choose a due date, select Next to continue.
Add the name, email and contact number of the contractors manually, or from a pre-loaded list of contractors by clicking on the Contacts Button.
Confirm the request by clicking ‘Request Quote’
The pending quotes will be available for your perusal on the quotes tab of the property:
When returning to the actions tab, note that the status of the actions items included in the RFQ were automatically updated from Pending to Awaiting Quotes.
Contractors Workflow
Click to view the simple steps required by a contractor in order to complete an RFQ received from you:
Review the Quotes Received from Contractors
View, compare and share quotes received from contractors easily in Property Inspect.
Once a contractor returns a quote to you, you will be notified via email of the quote received.
Click on View Quotes to navigate to the quotes in Property Inspect.
Alternatively, go to the Quotes tab of the Property and select the quotes you want to view.
For each quote received the following information will be presented on screen:
At the very top of the table, you will find the contractor name and email address, along with a three-dotted menu option.
By clicking on the three-dotted menu, you have the ability to view the notes relating to the quote or to view the offer.
Viewing the notes, will provide you with a quick overview of any comments added by your contractor when they submitted the quote.
Viewing the offer will give you access to the full quote as submitted by the contractor.
To the left of the screen you will receive a list of information and items included in the quote, as follows:
Lead Time - Notice required by the contractor before they can begin with the work.
Estimated Duration - Approximate time required to complete the work.
Requires Access to Property - Yes or No, based on whether the contractor will require access to the property.
The List of quoted Actions - The actions initially selected by you when the RFQ was sent to the contractors.
Other - An aggregated total of all addition items/ costs grouped together that applies to the quote. (e.g. additional items specified by the contractor, call out fee, discounts, etc.)
Subtotal - Total excluding VAT
VAT - VAT amount if specified by the contractor, based on the percentage inserted.
Total - Total amount including VAT.
Share the quote(s) with the Landlord/ Owner
Once the quote options have been compared and reviewed you have the ability to share a single quote or the quotes with the landlord/ owner .
Choose one of the following sharing options:
Approve Quote - Allows you to choose the best contractor option from the available list, and share a single quote with the landlord for approval.
Share Quote - Allows you to share the comparative quote with the landlord, allowing them to choose the best option.
Either of the above options gives you the ability to select some or all of the items included in the quote.
In the above example, I am choosing the General Maintenance Contractor's option, however, only selecting to repair the Bathroom Tap.
The 2nd action (replacing the kitchen cupboards) have been excluded from my selection.
How to Share the Full Comparison Quote
Choose the Share Quote option to share the full comparison quotation with the landlord or owner for them to select the applicate option.
Choose an Option and Share a Single Quote
By choosing to approve quote, you select the contractor option, optionally add a margin to the quote and share a single quote option to the landlord for approval.
Assign Maintenance Job Card or Work Order Inspections
Approval received from the owner? Now assign a job-card (static report) or work order inspection to the contractor for him to complete the maintenance requirements.
Navigate to the Approved Quote in the Quotes Tab of a Property. Scroll to the bottom of the page, which will give you the ability to share job as a ‘Job Card’ or Work Order.
Job Card - Send a Static Job Card report to the original contractor instructing them to complete the work as per the quote received from the contractor.
Work Order - Send a work order inspection for completion. (More information about work orders, available here.)
Sample Job Card
