Add a vendor
On the web, open Vendors and choose Add Vendor. Enter the Company Name, the contact person's first and last name, Email Address, Phone and Service Categories. Turn on Preferred Vendor to list the vendor first. You can also record Insurance Verified, W-9 on File and the Insurance Expiration Date. These show under Compliance on the vendor's page.
Assign a vendor to a request
Open the maintenance request. Under Assign to, choose Vendor, pick the vendor, then choose Assign. Use Change assignee to switch to someone else.
Review estimates and change orders
A new estimate from the vendor shows as Awaiting review on the request. Owners, co-owners and property managers can choose Approve estimate or Decline estimate. A decline needs a reason for the vendor. After approval, the vendor can send change orders for extra work, which you approve or decline the same way. The agreed total is the approved estimate plus approved change orders.
Review and pay vendor bills
After the work is completed, the vendor submits a bill. Owners, co-owners and property managers can choose Approve and record expense or Dispute bill. Accountants can view bills, and approving, disputing and paying them stays with the owner side. Approving adds the bill to your records as an expense. You pay the vendor outside KeyRing, then choose Mark paid outside KeyRing, enter the date and how you paid, and choose Record payment. KeyRing doesn't move money for vendor bills.
For vendors: My jobs
If you're a vendor, sign in on the web and open My jobs to see the work assigned to you. Open a job to see its details, entry instructions and comments. Choose Accept job or Decline job. Then use Start work, Pause work, Resume work and Mark completed as the work moves along. You can add comments for the owner or manager.
For vendors: estimates, change orders and bills
Choose Submit estimate and add your line items. If an estimate is declined, choose Submit revised estimate. After approval, use Submit change order for extra work. When the job is completed, choose Submit bill with your invoice number and amount. If a bill is disputed, choose Submit corrected bill. My bills shows each bill as Awaiting review, Approved, Disputed, Marked paid or Withdrawn. Marked paid means the owner recorded a payment made outside KeyRing.
Track appliances and equipment
Open Appliances & Equipment and choose Add Appliance or Equipment. Enter the Name, Category, Property, Model, Serial Number, Installation Date, Warranty Expiration and Service Interval (Months). The built-in categories cover appliances and building systems such as Refrigerators, Ranges & Ovens, Dishwashers, Washers, Dryers, Air Conditioning & HVAC, Water Heaters and Furnaces & Boilers, and tools and machines such as Vehicles and Power Tools. On an item's page, choose Record Service to log work under Service History. Choose Schedule Maintenance to plan one-time or recurring service under Maintenance Schedule.