ManagingMaintenanceWorkOrdersandVendorAssignments
Objective
Log a maintenance request, assign it to a vendor or in-house contractor, track it through completion, and keep tenants informed throughout the work order lifecycle.
Prerequisites
- •You must be signed in as a Manager, Admin, or Master Admin
- •The tenant or unit the request relates to must exist in Valix
- •At least one Vendor or Contractor should be configured under Vendors
- •OpenAI integration must be active for AI-powered triage (default on all Valix deployments)
Step-by-Step Instructions
- 1
Navigate to Maintenance from the left sidebar.
- 2
Click the + New Work Order button in the top-right.
- 3
In the Create Work Order modal, fill in:
- —Property: Select the affected property.
- —Unit: Select the specific unit (optional for common-area requests).
- —Tenant: Auto-populates from the unit's active lease.
- —Category: Plumbing, Electrical, HVAC, Appliance, Structural, Landscaping, or Other.
- —Priority: Low, Normal, High, or Emergency. Emergency triggers immediate alerts.
- —Description: Describe the issue in plain language. The more detail, the better the AI triage.
- —Photos (optional): Attach images of the issue.
- 4
Click Create Work Order to save.
- 5
Valix's AI Triage will automatically suggest a priority level, recommended vendor type, and estimated cost based on the description.
- 6
From the work order detail page, click Assign Vendor and choose from your vendor list (or click + Add New Vendor).
- 7
Enter the assignment details:
- —Scheduled Date
- —Estimated Cost
- —Purchase Order Number (optional)
- 8
Click Send Assignment. Valix emails the vendor a summary with tenant contact info, property address, and access instructions.
- 9
When the vendor completes the work, update the status to Completed. When you receive the invoice, click Record Invoice and Post to GL to create the journal entry: DR Maintenance Expense / CR Accounts Payable.