How to create a new job and send a Quote Request V 1.0

If you're a Strata Manager, you can can create a Quote Request for a job from the Jobs page page or from the Buildings page.

Creating and processing Quote Requests in the Portal helps to streamline business operations, improving compliance with Building Rules and reducing human error along with any inconsistencies.

Create a New Quote Request from the Jobs page

1. Go to the Jobs page 

2. Click 'New Job' 



3. Or, go to the Buildings page and select your building,

4. Click New Job from the top right of the Building page


5. Enter the required information:

• Building Address
• Issue Title
• Description of the Issue
• Preferred Dates for an Inspection

5. Attach images, videos or files by clicking on Add Photos & Files

6. Add a Site Contact - this is the person the service provider will contact for access.  Their details are visible to service providers.

• Select a 'Site Contact' from the drop-down menu 
• If required, make changes to the contact details that are visible to the Service Provider
• Or, click '+ Add Site Contact' to add a new Site Contact that isn't in the Strata Master database. For example, someone staying temporarily at the property.

7. Add  Building Contacts - building contacts receive notifications about the job but their details are not visible to service providers.

 Site Contact are automatically added as a Building Contact, so they won't appear again when selecting the building contacts.

8. Click 'Submit Request'

9. Click  'Quotation Required' under Job Type         

10. If Maintenance Management is enabled for the building, select whether a Maintenance Manager is required to assist with the job.

For more information, please see Maintenance Management Service

11. Select the Time Frame and edit the Date of Commencement if required

12. You can select to disable  whether to disable the time out feature if you don't want to put a deadline on the job being completed

13. Add GL code - if you know what GL code you want the invoice to be coded to, you can select here.  This is optional.  If added, the GL code will automatically populate the row items when the invoice is processed.

14. Click 'Next'

15. Select a preferred Service Provider:

• You can narrow your search to providers that perform the service you need by entering criteria in the Trade section.  For example, General Plumbing. You'll then see service providers that have nominated that service in their profile.
• Or if you know which contractor you want, you can ,search by Service Provider name 

Note: If the Service Provider is not within the Service Area for the Quote Request or has not set their Service Area on their Company Profile, they will not appear in the list of results. To override this, clear the selection for 'Limit results to Service Providers that work in the area the Plan Number is in'

16. Select the Minimum Number of Quotes required. (This field will update for you as you add each quote recipient)


Note: The Strata Manager will be notified when they've reached the minimum number of Quotes from selected Service Providers

17. Click 'Create' to send the quote request immediately or click 'Schedule' to send the Quote Request at a later time.

For more information, please see Use Scheduled Send for a Work or Quote Request

This will trigger an email notifying the Service Providers, Site Contacts and Building Contacts of the Quote Request. 

If the Service Provider has not yet activated their account, the Service Provider will receive an invite with a link to activate the account once the Work or Quote Request is submitted. The Service Provider will receive the work order email to the Email for R&M from the Strata Master database of the Organisation (if any).

For more information, please see Find the Building Contacts for a Job, How to Add Due Dates for Completion and Commencement of a Work Request and Minimum Quote Feature.

Strata Managers should contact us with any further questions regarding this process.