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Maintenance and Inspections Management
| Bostonpost Property Manager® includes comprehensive maintenance and inspections management that complements and coordinates with property management functions to ensure that all maintenance requests and inspections are handled quickly and efficiently. |
This robust application includes the following capabilities:
Workflow |
Manage your workflow through schedule, dispatch and track activity steps |
Wizards |
Create and maintain work orders and inspections with data entry task wizards |
Templates |
Create work orders on-the-fly, or via pre-defined templates to ensure consistency |
Inspections Processing |
Manage inspections through a comprehensive inspections processing capability |
Event Templates |
Automatically generate work orders or inspections based upon defined events |
Projects |
Group related work together as a project for easier tracking and management |
Locations |
Create, view and filter work by unit, community, amenities, or building |
Staff Optimization |
Schedule and dispatch work to employee staff or vendor resources |
Recurring Items |
Manage recurring work through a recurring calendar |
Alerts |
Define alerts to identity certain conditions such as special resident needs |
Fixed Assets |
Track and manage fixed assets at the community or unit location |
Invoice Processing |
Receive invoices and associate to work orders |
Invoice Approvals |
Review and approve invoices for payment |
Integration |
Load A/P information to the accounting system |
Work Orders
Maintenance work is first recorded as requests as initiated either by residents or staff mambers. Work orders are then created for a particular item or location. A Work Order can be made up of one or many tasks and additional details can be specified such as permission to enter, emergency status, due date, priority and if additional routine checks are required when performing the work.
View of Work Order:
Once created, a work order or inspection can be scheduled immediately or at another time. Scheduling includes the ability to select from internal employee staff or external vendor resources based upon a match on skill and availability.
View of Work Scheduling:
The Project feature allows you to group related work for more effective monitoring and management of work orders or inspections that need to be viewed together.
View of Project Detail:
Inspections
Inspections processing provides the ability to conduct any form of inspection on items or locations based upon pre-defined inspection templates. Pass/Fail conditions can be attributed to each item to be checked during the inspection. Items that fail, or fail with conditions can automatically create follow-on work orders.
Work Order and Inspections History
| Bostonpost Property Manager® retains a permanent history of completed work orders and inspections so that all activity for a property or a unit can be reviewed at any time. Each task is shown with the original work order or inspections number, which can be clicked on to view the original details. |
Maintenance tasks related to appliance replacements, roofing, and painting are shown compared with a user-defined lifespan to provide a quick replacement forecast.
Views of history and task tracking:
Work Order and Inspection Templates
Work Order and Inspection Templates can be predefined to reduce the time required to create. Templates are created for common types of maintenance and inspections, such as unit turnovers, that involve the same tasks. Using a template, complex, multi-step work orders can be created in seconds and quickly edited where necessary.
View of a created template:
Invoice Processing
Receive Invoices and Statements
After work order tasks are completed, any resulting invoices are received and entered into Bostonpost Property Manager® to be reviewed, approved for payment, and then forwarded to the accounting system to process checks.
Specialized invoice-entry windows reduce data-entry volume and allow fast input of invoices for contracted services and supplies as well as utility invoices. When the invoice company name is selected, any work orders completed by that company are listed so potentially they can be associated with the invoice.
View of contractor invoice with references to original work order tasks:
View of utility invoice detail with prior bill amount:
Approve Invoices for Payment
After entry and coding, invoices are placed in a queue for review and approval. Using the Approve Invoice window, details of any selected invoice can be viewed and investigated. Once an invoice is marked "approved for payment," the associated vendor and payment details are passed to the accounting system for payment.
View of pay invoice window:
