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Scheduling & Completion

Purchase order first​

The PM enters a Purchase Order (PO) in AppFolio and associates it with the Work Order before work starts — this is critical for invoice verification and cost control. (Jobs over $500 require an approved PO first — see Bill Payments.)

Scheduling & access​

Scheduling preferences, in order:

  1. PM meets vendor on-site with tenant present — verify the issue and the completed work.
  2. PM meets vendor on-site (tenant unavailable) — verify the issue and completed work.
  3. Vendor meets tenant (PM unavailable) — vendor must provide before/after photos in Company Cam; PM verifies on the next property visit.
Access rules
  • A vendor alone in a unit is never allowed.
  • Vendors cannot be given master keys or codes — the PM must let them in if the tenant is unavailable.
  • For work during vacancy, a lockbox may be used.
  • If a vendor cannot use Company Cam, find a new vendor.

Vendors may communicate directly with the tenant for scheduling. Enter the scheduled job time in the Google Calendar (NYLA PM or Wonoak PM).

Change orders​

For scope or pricing changes during a job:

  1. Vendor submits a change order (description + new pricing).
  2. Get PM/ownership approval before proceeding.
  3. Update the existing PO in AppFolio.