Work Orders

  1. Show the vendor an example of a work order. Explain to them that there is a limit as to the dollar amount that they can spend, depending on the owner’s contract with the company. This is always noted on the work order, so they will know prior to going to the job.
  2. Vendors can do work on a property whenever a work order is issued if it’s below the maximum threshold amount. They can go over the limit by 15% per the owner’s contract. ($250 is the standard limit but may vary per office). If the job is going to be over the amount, the vendor must submit an estimate. No work orders should be paid for invoices over the limit, unless prior approval is given, in writing.
  3. Once an estimate is submitted, it goes to the owner for approval. If the owner approves and the work is completed within 30 days of the estimate on trip charges is billed. If for some reason the owner delays or declines the estimate the vendor at that time may bill for a trip charge.
  4. If an owner approves the estimate, then send confirmation to the vendor using the original work order, noting “approval” under the original request.
  5. Invoices must be submitted within 60 days of the work being completed, invoices submitted after 60 days will not be paid.