When a Strata or Building Manager receives Quotes from Service Providers, they can send them to selected Building Contacts for a vote. These contacts will receive an email prompting them to review the Quote and vote on whether it should be approved or rejected.
If the Quote is approved, the Service Provider can begin work. If the Quote is rejected, the Service Provider can resubmit a new Quote based on any feedback.
Accessing the Voting Page
Committee Members and Owners should check the email on their Portal account for notifications of any Quotes that have been sent for review. Open an email notification and click the 'Review Here' link to go to the Voting page.
Voting Page
The Quote Voting page allows owners and committee members to review provider quotes, cast their votes, and communicate directly with providers — all in one place.
On the Voting page, they can view Quote Details, including the the service provider name. price, commence and complete estimates and link to the quote document.
Job Details will be displayed on the right panel of the Voting Page. View the Purchase Order or Job ID, the date the Job was created, the Strata employee who created the Job, Job Title and Job Description.
Below this are Building Details like the Plan Number, Strata Manager of the Building and Address.
Work Details are also listed, including the date that work was created, the Job Type, Time Frame and Description.
Vote on a Quote
Under Pending quote/s, review the list of provider quotes.
After reviewing the quote details, click Vote next to the preferred quote.
Click Vote to Approve to confirm the votes
Once the vote has been submitted, the vote percentage will be updated (e.g., 50% Voted).
While voting is still in progress, owners with voting access can update their vote at any time until a final decision is made. They just need to reopen the same “Review” link from their original email, choose the correct quote, and their previous selection will be automatically replaced.
Once a 51% majority is reached, voting closes and no further changes can be made for that job. This is intentional to ensure the integrity of both the decision and the notification process.
Request a Quote Adjustment
If a provider will need to revise their quote (e.g., update pricing, clarify inclusions, or modify timing), users can send an adjustment request directly from the quote list.
Find the quote to update
Click Request adjustment next to the provider’s name.
A pop-up window titled Request adjustment will appear.
Enter the Reason for Adjustment in the text box — this field is mandatory.
Click Send to submit the request.
Once submitted, the adjustment request is sent directly to the service provider.
When the provider updates the quote, user's will receive a notification.
Message Provider
The Message Provider option lets users directly contact the service provider to discuss a quote or ask clarifying questions — without creating a formal adjustment request.
Click Message provider next to the relevant quote.
A New chat window will open showing:
Plan number and address
Chat type (automatically set to “Job”)
Subject, which includes the job ID and title
A list of Members in the conversation (e.g., organisation admin, service provider, and strata members)
Type the message in the Message field.
Click Create new chat to start the conversation.
Once created, the chat will appear in your messages list, and all participants will be notified.
Note: Use this feature for simple clarifications or follow-ups related to a quote.
Managers + Voters Chat
This section is designed for internal discussions between committee members and managers during the voting process.
The Managers + Voters Chat panel appears on the right side of the voting page.
Click Join chat to open the internal discussion space.
Use this chat to:
Discuss quote terms and comparisons.
Align on decisions before voting.
Share updates privately (without involving service providers).
Note: No sign-in information is required when voting for Variances and external Jobs. Voting pages can be accessed directly from the link in the email.
Committee Members and Owners should contact us with any further questions regarding this process.
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