Prepare the record before a request arrives
Keep property contacts, vendor preferences and manager-defined routine and emergency spending limits together. Record where authorized people can find relevant property references. Check that your vendor contact details are current.
- Choose a primary vendor and a backup for each relevant trade.
- Identify who reviews costs outside the configured limit.
- Keep property references available to authorized participants.
Capture what was reported
Record the issue, time and affected property. Attach the evidence you have and keep tenant contact and access details scoped to the people handling the work.
- Use factual descriptions rather than guessing a diagnosis.
- Keep the vendor’s estimate and response with the work order.
- Confirm the planned service window and the person coordinating access.
Check authorization and close the loop
Included emergency vendor calls help with confirmed emergency coordination at every manager tier. Spending still follows the property’s configured authorization rules. Preserve completion notes, photos and the invoice reference with the original work.
- Review spending exceptions before authorizing the work.
- Record what was completed and what needs follow-up.
- Update the property history so the next request starts with context.
Keep the useful details together.
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