MAINTENANCE & CONTRACTORS

Raise and manage work orders

Create an order, assign a contractor, record costs, approvals above the spending limit, and close.

Who this is for
Secretary / AdminCommittee Member
assignment_turned_in

Before you start

  • check_circle

    The contractor panel has at least one Approved or Preferred contractor for the work type.

  • check_circle

    The committee spending limit is set in Settings → Spending limit.

  • check_circle

    For larger jobs, you have the resolution reference if the spend exceeds the limit.

1

Create the work order

Open Maintenance → Work orders → New. Describe the issue, location and urgency.

2

Request quotes

Pick contractors from your panel; each receives a request and uploads a quote against the work order.

3

Compare and accept a quote

Review quotes side-by-side. Accepting one quote automatically rejects the others and notifies the unsuccessful contractors.

4

Watch the spending-limit guardrail

If the accepted amount exceeds the committee spending limit, StrataOwn blocks acceptance and prompts you to attach the authorising resolution.

5

Track progress

Move the order through Scheduled → In progress → Completed. The contractor can upload progress photos.

6

Close out

Record the final cost, attach the invoice, and rate the contractor (1–5 stars). The expense is automatically pre-filled into Finance.

Frequently Asked Questions

What happens above the spending limit?expand_more

The committee spending limit determines when an order needs a resolution before it can be approved. A separate Committee spending limit guide is on the way.

Can I link a work order to an insurance claim?expand_more

Yes — from the work order use Link to claim. The repair cost flows into the insurance claim record so the recoverable amount is clear.

Do I need three quotes?expand_more

It depends on your by-laws and the dollar value. A common practice is three competitive quotes for any spend above the committee spending limit.

update
Last reviewed 20 May 2024Due for review
person
Article owner David Reeves

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