Overview
As a property manager, you may have in-house employees who are assigned to maintenance tickets. Below is the process by which they should log their hours and bill for those hours. When using Maintenance Billing, the invoice is automatically forwarded to the property owner and will appear on the owner statement.
Step 1: Does the employee have a billing rate assigned on their Employee profile?
- Go to Organization > Employees > Select Employee > Actions > Edit.
- At the bottom of the page you will see a billing rate field. Ensure that it is updated with their hourly rate.
Step 2: How to Track Hours & Bill for Work Completed
- Access the Revela App - Log into the Revela mobile app to track their time.
- Check In/Check Out - To log hours within the app, they will access a specific work order and click “Check In”. This will start the time tracking process. An employee can check in and check out as many times as necessary, so if they need to leave and come back the next day, they can pick up where they left off.
- If an employee forgets to log out, hours can be adjusted within the work order upon billing.
- Billing - Upon completing the work at a property, the employee will check out of the work order. This will appear as such on the work order within Revela. Any adjustments can be made in the web interface prior to completion.
- To display this invoice on the owner statement and withhold the expense from the property balance, select the checkbox “Pay with Owner Balance Immediately." This creates a credit note to mark the invoice as paid and withholds from the property balance by displaying as a Cash Out item on the owner statement.
Step 3: Third Party Vendor Billing
If your team uses a contractor who regularly handles certain types of work orders, the contractor should be instructed to click the “Create Invoice” button within their portal or on the secure landing page - wherever they are interacting with the work order - which will take them to the page below.
The page will show your company’s logo, the work order and will have a link to return to the work order overview page.
From here, the vendor is able to type in the details of the work performed to complete the work order. To simplify this process, we’ve broken up the sections of the invoice form
- Add a description of the job, i.e. Painting at 123 Main Street
- Add Line Item Descriptions, i.e. Labor Costs and Material Costs
- Add a price per unit (hour, item etc.)
- Add the number of units
- Clicking the ‘+Add’ button will allow you to add more line items
Should you receive an invoice from the vendor outside of the automated system, you can quickly enter it by clicking the Invoice button in the sidebar of the maintenance ticket.
Step 4: To invoice the property owner for the work completed, you will create the invoice as shown below and select “Forward” next to each line item. This allows you to forward an invoice to the property owner to submit payment. This will also populate on the owner's statement.
Best Practices & Tips & Notes:
Once you select Forward, you can enter the property address and add an additional markup as revenue for the property management company. You have two options for a markup:
- Dollar Amount ($) - You can add a fixed amount to the invoice.
- Percentage (%) - Allows you to add a percentage of the line item amount.
Common Issues & Troubleshooting:
When adding a markup, the property owner will only see the markup amount and not the original amount of the invoice. The property manager will be able to see the original invoice amount along with the markup associated with each line item. The forwarded invoice will appear on the owner statement and can be paid via a Contribution or via the Owner Balance.