Maintenance requests, work orders, and vendors

Structured beats scattered: requests arrive with details instead of as voicemails, and every job leaves a cost trail your reports can use.

How requests arrive

• Residents submit them in their portal. They go to Maintenance → New request and fill in what needs attention, optional details, and a priority: Low, Medium, High, or Emergency. Their residence is attached automatically. They can Cancel request while it's still Open. Photos can't be attached to requests yet.
• Your team creates work orders. Use New work order on the Maintenance page, or on a property's or tenant's Maintenance tab. Orders created from a tenant's page are linked to that tenant.

New resident requests alert whoever is routed for Maintenance. Emergencies arrive flagged as critical, and high priority as a warning. The sidebar badge counts open work orders.

Working a work order

The Maintenance page shows these counts at the top: Open, In progress, Scheduled, Emergencies, and Est. open cost. You can filter by status (All, Open, In progress, Completed, Cancelled) and by priority, and search by title, property, or vendor.

Click any row to edit it. You can change:

• status and priority
• vendor
• Scheduled date
• Estimated cost ($) and Actual cost ($)
• Notes

Work orders with a scheduled date also appear on the Calendar under the Maintenance filter.

Residents see the status in their portal. When a resident's request changes status, they get a bell notification, for example "Maintenance completed: …".

Vendors and dispatch

Add a vendor with Add vendor at the top of the Maintenance page, or with + New vendor inside a work order. A vendor record holds:

• name and specialty (general, plumbing, electrical, HVAC, landscaping, cleaning, appliance, pest control, other)
• contact name, hourly rate, phone, and email
• Tax info (1099-NEC): Tax ID, a W-9 on file checkbox, and address

To change a vendor later, select them on a work order and click Edit next to the Vendor field.

Emailing the work order. When you assign a vendor, Nexxus offers to email them the work order: click Send email on the prompt. You can also use:

• the envelope icon next to the vendor on the Maintenance page
• Email vendor (or Email again) on a property or tenant tab

The vendor gets a branded email with the property, unit, issue, priority, scheduled date, the resident's name and phone, your description, and your Notes. Notes are included in that email, so keep them vendor-appropriate. The vendor replies by email to coordinate, and the work order shows when it was emailed.

Sending needs the vendor's email on file and Resident & owner emails switched on under Settings → Team. Nexxus doesn't text vendors or give them a portal.

Where the money shows

Costs count once a work order is Completed and has an Actual cost. They feed:

• the Maintenance & Expenses report (reports overview)
• the Vendor 1099-NEC Worksheet, which totals each vendor using the tax info above (tax season)
• the Owner Income Statement, as property expenses shown for reference

Maintenance costs are not deducted from owner payouts automatically, and they don't post to a tenant's ledger. To pass a cost to an owner, add an Expense deduction in the payout run. To bill a tenant, use Post charge on their ledger.

What owners see

Owners with portal access get a read-only Maintenance page for their properties showing issue, property, dates, vendor, priority, and status. Costs aren't shown there.

Habits that pay off

• Record the actual cost and mark the job Completed when it's done.
• Assign a vendor rather than leaving jobs Unassigned.
• Encourage residents to use the portal: a written request with a priority beats a voicemail.