A quick walk-through on how to process Owner credits.
All owner credits must begin in a Hubspot ticket, whether they come to us in the form of a text or call with an owner. A Hubspot ticket must be created to ensure documentation and approval requests.
- Once the Hubspot ticket is created all prior information associated with the ticket description/issue must be added.
- Work orders
- Owner statements
- Text messages with the owner or vendor
- Call logs
- Owner contract
- etc... - After all the detailed records regarding the issue have been added and credit is needed, a request must be submitted to your manager for approval.
- If the credit request is approved, you will then proceed with creating a Breezeway work order. The Breezeway work order helps track all owner credits that have been processed and are submitted to the accounting department through the work order process.
- Creating the Owner Credit work order:
- Owner credit work orders are to be created under the Inspection > Department or workflow
- Work order priority is Watched, remove the date
- Task Title is always Owner Credit - (reason for credit)
- Provide a brief description of what the credit is and/or why
- Assign the work order to Jocelyn
- Task Tag is Owner Credit
- Service Request > Requested by > Owner
- Create Task
- Open work order,
- Add and photo attachments to reference credit (if any)
- In the comments, reference the Hubspot ticket regarding the credit
- also, reference any work orders related to the credit (if any)
- Then, add a Cost > Under labor > The amount of the credit > Note reason of credit
- Leave Bill To, Blank
* Reminder, each credit must have its own work order. - Once you have created the Owner Credit work order, copy the Breezeway Task link and add it to your Hubspot ticket to complete the documentation process.