Vendor Selection

What is this?

This is the vendor selection and approval step in maintenance after a vendor submits an estimate. It assigns the vendor to the ticket and moves work forward.

When should I use it?

Use this feature when:

• An estimate or inspection proposal is submitted.
• You reviewed cost, qualifications, and timeline.
• You are ready to assign the job.

Prerequisites

Before approving a vendor, ensure you have:

• A maintenance ticket in pending status.
• Reviewed estimate details in timeline/documents.
• Verified vendor is active and compliant.
• Any required owner approval for cost.

Flow diagram

Step-by-step instructions

1. From sidebar, click Maintenance.
2. Filter tickets by pending status and open the target ticket.
3. Open Timeline tab.
4. Locate estimate entry and click Vendor Selection.
5. Open vendor action menu next to selected vendor.
6. Click Approve Vendor.
7. Confirm status update and notification.

Example scenario

Situation: Kitchen sink leak ticket has estimate from Citywide Plumbing for $150.

Solution in Rent Matrix:

1. Open pending ticket.
2. Open timeline and find estimate entry.
3. Click Vendor Selection.
4. Open vendor action menu.
5. Select Approve Vendor.
6. Confirm ticket changes to vendor assigned.

Common mistakes / FAQs

• Mistake: Approving vendor without reading estimate details.
  • Solution: Always review estimate breakdown and notes first.
• Mistake: Approving inactive vendor.
  • Solution: Confirm compliance status before approval.
• FAQ: Approved wrong vendor. How to fix?
  • Answer: Use reassignment flow from vendor selection panel.
• FAQ: Approve vendor vs approve estimate?
  • Answer: One assigns the contractor, the other approves cost; in some setups both happen together.

Pro tips

• Send a tenant update right after approval.
• Batch-review pending tickets, then approve individually.
• Check vendor notes for conditional cost details.
• Know downstream automations triggered by approval.