Request, quote, work order: organise condominium repair follow-up

Open a case from the request

Start with a case reference and verifiable details: building, subject, source, documents received and the person responsible for follow-up. Missing information stays marked as missing; it should not be invented to complete a record.

In a fictional example, a message reports faulty entrance lighting. The record preserves the building and description given. The light reference and access arrangements still need confirmation. Technical uncertainty, an emergency or an out-of-scope case is referred to a person.

Separate a draft from an external quote request

Preparation can collect the facts and draft a quote request. Sending it externally is a separate action. Before approval, the manager should be able to review recipients, information disclosed and attachments.

Track « draft prepared », « sending approved » and « reply received » as different states. A draft does not prove that a contractor received a message or replied. This avoids building follow-up around an assumed event.

Compare quotes without choosing automatically

A comparison can match information and highlight differences. It does not turn the lowest price into a decision. Contractor selection and expenditure approval remain explicit actions by the firm.

• Quote reference and date.
• Work and materials described.
• Price, conditions and points requiring clarification.
• Documents and authorisations needed for the case.

Prepare the work order after the decision

The draft work order uses the selected quote, case reference, intervention scope and confirmed access details. If the quote changes, approvals tied to the previous version need to be reviewed.

Approval in software does not itself create the powers or authorisations required for a case. The condominium manager checks the applicable framework. The ANIL references below explain the manager’s role and repair decisions; this guide concerns administrative organisation.

Keep a next action until closure

After a work order, a case may await a date, clarification, intervention confirmation or acceptance. A next action identifies the responsible person and what is needed to proceed. Internal reminders can be prepared automatically; external follow-ups are approved before sending.

To evaluate the workflow, record preparation and review time, request-to-work-order time and cases without a next action. Compare similar cases and separate waiting time from team effort. These criteria help check the configured workflow before launch without assuming a guaranteed saving.