If your agency is managing maintenance activities for landlords, you may record details of these jobs and progress them to completion. This will invoice gathering sufficient details from the person reporting the damage or job to be completed, liaising with a suitable supplier to get the relevant maintenance work done, and then passing the cost of the work to the landlord, along with an optional additional maintenance fee to cover this service.
Maintenance jobs were referred to as "trouble tickets" in RentPro, the predecessor to ShowHouse.
Add a job
You can add a maintenance job from a couple of locations, depending on your current activity or position with the ShowHouse product.
From any page you can add a new job via Maintenance > Add Job.
From a property view you can add a new job by clicking Options > Add Job.
It is the responsibility of the agent to capture as much information as possible relating to the work to be carried out. The following fields may be completed, with any marked on the form with an asterisk being mandatory fields.
Property: The address of the property where the repair is required.
Job Title: A short description / title for this job, to appear in job lists or overviews
Summary: Full details of the repair work required.
Reported By: Details of who actually originated the request for the work to be carried out.
Submission Date: The date on which the job was raised for attention.
Priority: Low, Normal (default), or High
Estimated Cost: This may not be available at the point of creating a job. If it is available, this may assist with planning the job and deciding whether sufficient funds are available or if additional money should be requested from the landlord before starting work. If the landlord has a maintenance threshold defined and the estimated cost exceeds this threshold then the job will require approval before starting work.
Due Date: The date by which this job should be completed.
Deductible Expense: Jobs associated with properties owned by non-resident landlords can be categorised as tax deductible / non-deductible. Generally speaking maintenance works are tax deductible whereas works that increase the value of the property are not. By default all works will be ticked as a deductible expense.
Owner Will Fix: If the landlord is going to carry out the maintenance work himself, or manage this independently with another supplier, then tick this box to indicate that the job does not need progressed in ShowHouse. These jobs will appear in activity lists, but will not appear on supplier or landlord statements.