What is the Difference Between the "Not Billed" and "Billed Individually" Work Order Configurations?

Before diving into the day-to-day maintenance workflow, it is important to understand the two billing configurations available in Revela. This setting is configured at the portfolio level and determines how completed maintenance work is handled from a billing standpoint.

Which configuration should I use?

The right configuration depends on your management model and how maintenance costs are passed through to property owners.

• Billed Individually is the most common choice for property managers operating in trust account models, particularly in single-family residential management. Under this configuration, each work order is expected to be billed back to the owner as a separate receivable invoice once the work is complete. This gives your team granular control over what is charged, including the ability to apply markups to labor and materials and to pay the generated invoice directly from the owner's balance. Under this configuration, work order must be resolved before it can be billed, and billed before it can be fully closed.
• Not Billed is typically used in HOA management, multifamily residential, or owner-operator models in which a company maintains its own bank account and absorbs maintenance costs directly. Under this configuration, vendor invoices and labor costs are tracked on the work order for reference, but Revela does not generate a separate receivable invoice to the owner when the work order is closed. Think of it as a fixed-cost model: the maintenance gets done, the vendor gets paid through the standard payables process, and no billback to the owner is generated.

What are practical examples of each configuration model?

Imagine a property management company that employs an in-house maintenance technician at a multifamily building. That technician is salaried and handles repairs as part of their regular duties. Because the company absorbs that labor cost regardless of how many work orders are completed, Not Billed is the appropriate configuration because there is no need to generate an owner invoice for each repair.

Now imagine a single-family property manager who hires a licensed plumber to fix a leak at an owner's property. The property manager pays the vendor, applies a markup for coordination, and bills the total back to the owner's account. In that case, Billed Individually is the right fit; the work order generates a receivable invoice, and the owner's balance is debited accordingly.

Tips & Best Practices

• Maintenance Billing Configurations are set at the portfolio level and apply to all work orders created within that portfolio. If your organization manages multiple portfolio types, confirm the correct billing configuration is in place for each before creating work orders.