How to Approve Quotes - User Guide

Created by Martina Farneva, Modified on Wed, 3 Jul at 12:44 PM by Martina Farneva

How to Approve Quotes:

Navigation: Maintenance, Tickets

Click on Maintenance, Click on Ticket

Find the required ticket by using filters and/or the Search function

Click on View

Navigation: Documents folder

Navigate to the Quote, click on Email

Select the Landlord as recipient
Search for and select "Quote Attached" in the template search bar

Click on Send

Set Ticket Phase to Awaiting Landlord Quote Approval
Set the To-Do date
Click on Save

The Activity log will update

The Ticket Phase will be updated and a new To-Do date set in the Tickets display.

Landlord must now approve a quote and communicate the decision by the next To-Do date.

Replying to email will automatically update the Activity log, otherwise use New Note / Activity to manually add the information.

Clear the To-Do and Save

Navigation: To the chosen Service Provider.

Click on the ... to bring up a drop-down menu.
Select Approve Quote

Set the action to take to Proceed As Quoted
Click on Next

Verify the Task Card Settings
Special instructions can be given to the chosen Service Provider.
Click on Next

Select Approving Quote as Communication Scenario
Select all role-players to communicate with
Click on Next

Set the Ticket Phase as Work Approved
Set a To-Do
Assign the To-Do
Click on Task & Send

Service Provider has been given the Green Light for quote approval
The blue stripe indicates that they have been tasked.
The Activity log will update.

Navigation: To Documents Tab.

A new Task Card has been generated and sent to the approved Service Provider.

Once Service Provider confirms the commencement date:

Update the Activity log.
Clear the To-Do date on the Work Approved Phase.
Set the Ticket Phase to Work Scheduled.
Set a new To-Do date.

The Service Provider whose quote has been approved (Green Light) has been Tasked (Blue Stripe) will now go to the Asset and carry out the repairs.

Proof of work, invoices and signed task cards to be returned to the person managing the ticket.