Product: Work Orders

Work Order Management (Purchase Order)

Bostonpost Property Manager® includes comprehensive work order management that complements and coordinates with property management functions to ensure that all maintenance requests are handled quickly and efficiently.


Work Order Management allows you to:

  • Create and maintain work orders and purchase orders;
  • View and filter work orders;
  • Create work order templates;
  • Schedule work assignments;
  • Receive invoices and statements;
  • Approve and pay invoices;
  • Load A/P information to the accounting system;

Work Orders

Maintenance tasks are entered as work orders assigned to a unit or a building. A work order can be made up of one or many tasks, each of which is assigned a contractor, skill, due date, priority, and materials information.

View of Work Order:

Once created, a work order can be searched and maintained as tasks are scheduled, amended, and completed. With Bostonpost Property Manager®, you can retrieve work order information by searching for:

  • Opened today;
  • Type;
  • Priority;
  • Author;
  • Employee;
  • Material used;
  • Vendor assigned;
  • Community / Unit;
  • Skill needed;
  • Purchaser;
  • Charge backs;
  • Overdue;
  • Start date range;
  • Complete by date range;
  • By work order number.

For example, the search for plumbing work not completed at the property Darrah Village looks like this:

Work Order History

Bostonpost Property Manager® retains a permanent history of completed work orders so that all maintenance activity for a property or a unit can be reviewed at any time. Each maintenance task is shown with the original work order number, which can be clicked on to view the original work order details.


Larger maintenance tasks such as appliance replacements, roofing, and painting are shown compared with a user-defined lifespan to provide a quick replacement forecast.

View of maintenance history at community level:

Work Order Templates

Work Order Templates can be predefined to reduce the time required to create detailed work orders. Templates are created for common types of maintenance, 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 work order template list:

View of work order template details:

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: