End to end office process - From creating a property to sending out an invoice

Article author
Mads from Uptick
  • Updated

We often get asked what our end to end, or ideal process, looks like in Uptick. This article will walk through each step and where it typically fits in to the process. 

Routine Maintenance Work 

  1. Asked to quote work for a potential client.
  2. Create a service quote - this can be done for both potential or existing customers. 
  3. Service quote gets approved either via the customer portal link, or manually. PO/WO can accompany this.
  4. Property (and client if not already in system) is created.
  5. Routines are checked if automatically converted across from service quote (this occurs when you press the complete status on the quote) and annual dates are set.
    • Subcontractors are allocated to any routines your business will not be doing internally. 
    • You can set up recurring appointment times for the routines at this point if required. 
  6. Billing contracts are setup.
  7. When due, task is created via bulk generation. Task is assigned to correct technician (which should be done prior to task generation using our default technician allocator), round, office assignee, category. These can be setup to be generated automatically. 
    • Use the scheduler to create appointments at this point. 
  8. Technician attends site and completes work. 
  9. Task comes back to office in "Performed" status or other status for processing. 
  10. Report is proof-read, if items need to be quoted defect quote is raised.
  11. Dispatch all items, including 
    • Report
    • Defect quote
    • Invoice
    • Any additional items such as floor plans, external documents, dynamic forms, logbooks entries. 

Repair and Call out Work 

  1. Asked to quote work or do work for a potential client. Create a quote if required (a service quote or defect quote) - this can be done for both potential or existing customers. 
  2. Quote gets approved either via the customer portal link, or manually. PO/WO can accompany this.
  3. Property (if not already in system) is created.
  4. Task is created from defect quote, service quote, or manually created (for call outs and ad hoc works that haven't been quoted).
    • If setting up a call out, be sure to pick a call out fee from the product dropdown.
  5. Task is assigned to correct technician, round, office assignee, category etc. These can be setup to be generated automatically. Always make sure to add a due date.
    • Use the scheduler to create appointments at this point if required. 
  6. Technician attends site and completes repairs/call out. 
  7. Task comes back to office in "Performed" status or other status for processing through correct channel.
  8. Report is proof-read, if items need to be quoted again, defect quote is raised.
  9. Dispatch all items, including 
    • Call Out Report or Rectification Report
    • Create defect quote if further works are required
    • Invoice
    • Any additional items such as floor plans, external documents, dynamic forms, logbooks entries. 

From quote to report video tutorial

 

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.