Create a new works order

Owned by Fiona Wilson, created
Last updated: Jun 13, 2023
5 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

This page outlines how to view current and completed works orders, as well as how to log a works order and email works order details to the relevant parties

1. Access works orders screen

From the property screen:

  • Click Works button
    The number shown in brackets on the button indicates how many outstanding works orders the property currently has 

  • The Works Orders screen shows a list of current and completed works orders for the property

  • Use filter options at the bottom of the screen to change what is displayed

  • Grid functions are available to help with viewing your works orders:

    • Click the column headings to sort by that column

    • Click and drag a column to change its position in the grid

    • Hover over the column heading and click the filter icon for options to group or filter the list

    • Right-click the column headings for options to add more columns to the list (e.g. unit) and to also save the current layout

2. Create new works order

From the screen shown in step 1:

  • Click Create
    A new works order screen is shown

    Each panel is covered in the following steps

3. Works order panel

Use this panel to complete:

  • Status - select the required status (if choosing Pending quote, see step 4a)

    • Once a works order is raised, if you need to periodically chase the works, set the status to
      Raised - Chase every X days - this adds the works order to the Works orders to chase section on the Organiser, Property Management panel

  • Work Type - select the required type (this list is configurable by Reapit Support)

  • Reported By - select who reported the works i.e. landlord, tenant, other

  • Booked By - will default to your name, can click name to change

  • Priority (where enabled) - set a priority level for the works (default options are high, medium or low)

  • Booked On date - will default to today's date but can be changed

  • Required By date - enter the date the works should be completed by

  • Completed - enter this date when the works are completed

4. Contractor

From the Contractor panel:

  • Click Select to enter contractor details

  • Search for the required supplier - if not, found add new
    Details of the selected company are shown in the Contractor panel

  • Where quotes are being collected from more than one contractor, set the works order Status to Pending quote - see information in step 4a

To remove the selected contractor: right-click over contractor name and select Clear Contractor

4a. Storing quotes

Where quotes are being collected from more than one contractor:

  • Set works order Status to Pending quote 

  • In Contractor Quotes, double-click Add

    • Search for the required supplier - if not, found add new

    • Complete the quote details and click Accept

      The quote details are shown on the main works order screen

  • Continue adding further quotes - a list will be displayed showing each supplier's quote details

  • Some/all suppliers can be emailed using the E-mail contractors option - clicking this option lists all suppliers, check the supplier(s) to contact and click Select

    An email will be generated for each of the selected supplier(s)

  • When selecting Accepted on one quote, all others will be automatically marked as Rejected

  • When changing the works order status to Raised, the accepted quote detail will be used for the Contractor details and Net Cost
    Show Quote Details shows the list of quotes again

5. Works Details

Use this panel to complete:

  • Work Title - enter a summary of the works

  • Net Cost - enter the net cost

  • VAT - click the VAT link and choose rate to automatically calculate the VAT based on the Net Cost
    Or select No VAT from the menu

  • Our estimate - enter the estimated cost
    Click the link to change the type, options are Our estimate, Verbal or Written estimate

  • Charge to - select Tenant or Landlord

  • Account - select account to charge to

  • Description - enter further information on the works, this is included on any printed works order

  • Click Documents to store any related documents for the current works order 

  • Further works items can be added to the works order to create an itemised costs list

    • Click (top right of panel)

    • Enter work order detail (description, cost, account) and click Accept

    • All items are added to the panel, as below

6. Works order notes

Internal notes can be added to the works order - these notes are not included on the printed works order

From Activity Feed (on right):

  • Click the  icon

  • Enter note and click Accept

  • Notes are displayed on screen showing the ID of the person who added the note, along with the date/time added (see screenshot in step 7)
    Once saved, notes cannot be edited or deleted

Where your system is configured to save sent emails, the Activity Feed will also include details of emails sent via the works order

7. Printing/emailing works order details

From top right of works order:

  • Click Print

  • Options are offered to: 

    • Preview and Print - opens the works order as a PDF which can be printed/sent

    • E-mail Document - creates an email that is automatically addressed to the contractor, with a PDF of the works order detail attached

  • On exiting the Print screen, the works order PDF is automatically saved to the Documents window (top left)