Work orders are typically used by property managers to manage and track maintenance tasks across their properties. Additionally, the expense of those tasks is many times passed on to the property owner via the monthly owner statement.
Lodgix has an entire subsystem that allows work orders to be created, edited, updated and ultimately closed. The property manager can allocate the expense and assign it to a property owner where the work order expense will be itemized and placed on the owner statement.
To manage work orders, click on Work Orders > List Work Orders
Work Orders Interface
Filter your existing Work Orders by date and/or property
Show or Hide closed work orders
Export the list of Work Orders to Excel
Add a New Work Order
Add Work Order Interface
Tabbed interface to easily create, assign and track materials / expenses comprising the work order.
Assign Work Order to Employees, Vendors or the Owner
Work orders can be assigned to multiple entities for completion and those entities (maintenance personnel, vendors, owners, etc..) can be emailed a notification that a work order has been assigned to them.
Configuring Job Types and Expense Accounts
Work orders can be categorized by a Job Type (what kind of work it is) and tied to an Expense Account (how the cost is categorized for your bookkeeping). Setting these up once gives you consistent categories to choose from on every work order.
Job Types
Job Types are your list of work categories — Lodgix starts you with a default set (Cleaning, Electrical, Painting, Plumbing, Repair), and you can add your own. To manage them, go to Work Orders > Job Types. Each job type has a title.
Expense Accounts
Expense Accounts let you classify the cost of a work order for accounting. Go to Work Orders > Expense Accounts. Each account has a name and an account number that Lodgix assigns automatically (the default accounts use 5001–5006; new accounts continue from there).
Using Them
Once configured, the job type and expense account become selectable when you create or edit a work order, keeping your work-order reporting and expense tracking consistent.
Recurring Work Orders
Select the Recurring Work Orders tab
Click the +Add Recurring Work Order button
How Recurring Work Orders Function
Think of the recurring work orders as a template by which individual work orders are automatically generated. Each time a recurring work order is recorded, it will show up as a single work order in the work order list and can be edited, deleted, etc.
If a new recurring work order is entered, and if the start date for the work order includes today's date, that work order will be immediately generated. If you don't want that, then the start date will need to be set to a later date.
Important!
Recurring work order cannot be generated for dates in the past.
Recurring work order will not show on any reporting until they are generated. For example, if you create a template to generate a work order monthly, that work order will not show on any reporting for future dates until the single work order has been generated according to your settings.
Work Order Overview Video