Work ordersManage work orders

Manage work orders

Create maintenance work orders, move them through their lifecycle, assign vendors and keep the costs on record.

Manage work orders

Everything maintenance lives in Work Orders: the requests residents send from their phones and the work your team opens directly. One list, with a List and a Kanban view, filterable by property, unit, category, priority, status and dates.

Create a work order

  1. Open Work Orders and select Create Work Order.
  2. Select the Property. The Unit is optional: leave No specific unit for common areas.
  3. Enter a Title (for example "Plumbing leak in Unit 3B") and a Description of the issue or work needed. Both are required.
  4. Pick the Priority: Low, Medium, High or Urgent.
  5. Optional: a category, an Estimated Cost, and a vendor if you already know who will do it.
  6. Select Create Work Order. You should see Work order created successfully.

Where requests come from

Residents submit maintenance requests from their portal. A resident request arrives in your list with status Open; a work order your team creates starts as Submitted. Either way it is the same list and the same lifecycle from there.

The lifecycle

A work order moves with the action buttons on its detail: Mark Assigned, Start Work (to In Progress), Mark Complete, Close and Cancel, plus Return to Open or Return to Submitted to step back. Each change asks for confirmation and can carry optional notes.

Every action lands in the work order's Timeline: status changes, vendor assignments, cost updates and comments, with who and when. Photos and files live under Evidence.

Assign a vendor

Select Assign Vendor on the detail. The modal searches your vendor directory by specialty and shows each vendor's track record (completed and active work orders). You can assign while the work order is open, submitted or already assigned; Change Vendor and Unassign stay available as the work evolves.

Costs and budget

The detail has a Budget Category & Amount block, for Property Managers only:

  • Budget Category: which line of the association's budget this work consumes. When a vendor is assigned, ALPRO pre-fills the category from the vendor's primary specialty.
  • Estimated and Actual cost.
  • If the property has an active budget period, the block shows the category's budget and how much is already consumed, so you see the impact before saving.

The Actual cost is what feeds the work orders report totals.

Example

Sofía reports "AC not cooling" from her phone. The request appears as Open in Laura's list with unit 1204. Laura sets priority High, assigns Miami Cooling LLC (Mark Assigned), and the vendor starts the next day (Start Work). Finished, Laura enters the Actual cost of $380.00, selects Mark Complete, and Sofía sees the status change in her portal.

FAQ

Can a Board Member create or move work orders? No. Board Members see the full list and every detail, read-only.

Who sees the costs? The team. Residents see the status of their requests, not the cost block.

What is the difference between Completed and Closed? Completed means the work was done; Close is the final administrative step after verifying it. Use Cancel for work that will not happen, with a note saying why.

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