Platinum Clients: AP Department Workflow for Completed Work Orders

AP Department Workflow for Completed Work Orders Maintenance 

Check the Job in the system to ensure we have everything filled by “Done Job: Checklist & Finance” Article. 

Follow these steps before you put the job into ‘Done” Status:

Document Preparation and Submission

1. Review Billing Instructions:

• Read through the billing instructions thoroughly.

• Prepare the following documents:
   -> Invoice: Ensure it matches the approved amount and includes all necessary details.
   -> Completion pictures: Attach clear and relevant photos of the completed work.
   -> Sign-off sheets: Include signed and dated sheets.
   -> Additional documents: Gather any other required documentation, such as estimates or reports.

2. Send Documentation:

• Submit documents via Workiz and email:
   -> Email should be addressed to the specified point of contact or the AP team;
   -> Mention Client’s Workiz ID, so you can easily allocate email later on if needed;

• Attach all required documents;

• Include a cover email summarizing the documents being submitted and any additional notes.

3. Handle Missing Documentation:

• If any documentation is missing, contact the technician to obtain the required items.

• If obtaining the documentation is not possible, provide a clear explanation (e.g., "Manager was not on-site, hence no signature").

 Register for Payment: Client Portal Registration

• If the maintenance company requires portal registration for payment, complete the registration process as needed. 

• Access the client’s payment portal if required.

• Ensure all necessary details are entered to facilitate smooth payment processing.

Communication and Follow-Up

1. Clarifications:

 ->  Contact the maintenance company directly for clarification.
 ->  Document any additional instructions or corrections provided in the job notes. 

2. Excel File Update:

• Client name;

• Job description;

• Work order number;

• Date of completion;

• Payment terms;

• Submitted documents;

• Confirm receipt of completion documents with the designated team:
   -> Contact via phone or email to ensure all documents have been receive;
   -> Request the expected payment date and payment type.

3. Job Closure:

• Once payment details are confirmed, update the job status and leave a note:
   -> With new clients, information regarding their payment terms (NET) and payment method is usually established only after the first job has been completed.

• Enter the completion date and payment terms in the client details.

• Follow up with the client 2-3 days before the invoice due date to ensure everything is in order for timely payment. 

Payment Handling

1. Issue Resolution:

Address any payment-related issues promptly:

• Delays;
• Payment type changes;
• Discrepancies in the payment amount;
• Communicate with the maintenance company and internal teams as necessary to resolve issues.

2. Payment Receipt:

 Once payment is received:

• Update the job status to reflect the payment.
• Add the payment details in the job and update the excel sheets: Billing New & 60 days payment.
• Confirm with the AP team that the payment has been processed and logged.

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