Invoices, quotes, and contracts

Vendor financial records are most useful when they stay connected to the work that created them. MaintenanceOps keeps quotes and invoices on the work order and service contracts on the vendor record.

Use the right record

Quote / invoice = job-level cost. Contract = vendor relationship and renewal. Keeping those separate makes both reporting and renewal decisions easier later.

Quotes and invoices belong on the work order

Open the work order and use the Vendor Invoice / Quote panel.

Field	What to capture
Type	Quote / estimate or Final invoice
Amount	Expected or actual total
Number	Quote or invoice number
Date	Document date
Notes	Scope changes, credits, or useful context
Document	PDF, image, or photo of the source document

Keeping the document on the work order preserves the connection between what was approved, what was performed, and what was billed.

Quote versus final invoice

Record	Meaning	Counts as actual spend?
Quote / estimate	Expected cost before the final bill	No
Final invoice	Actual billed cost	Yes

Final invoices roll into work-order cost, site maintenance cost, vendor totals, reporting, and dashboard summaries.

Do not treat a quote as actual cost

A quote can help with planning, but it should not replace the final invoice when the job is complete. Accurate reporting depends on recording what was actually billed.

Review AI-captured details

When document-reading assistance is available, MaintenanceOps can suggest the total, document number, date, and vendor from an uploaded quote or invoice.

Always review the values before saving. The document is the source record; AI extraction only speeds up entry.

Request approval for a quote

Managers and Super Admins can request cost approval from a saved quote under the work order’s Costs section.

1. Save the vendor quote amount under Vendor Invoice / Quote. A quote can be approved even when no PDF or photo is attached; the approver is clearly told when the request is based on a recorded estimate only.
2. Select Request Cost Approval and choose the quote.
3. Choose an internal approver or enter an external approver’s name and email.
4. Enter a specific reason for the request. Optionally add a manager recommendation.
5. Deliberately choose any requestor-visible comments, photos, or work-order description to share.
6. Review the approval package and select Send Approval Request.

The approver receives a time-limited link and an emailed six-digit verification code before viewing the package or choosing Approve, Reject, or Request Changes. The work order shows the latest approval badge and decision history. Approval does not convert the quote into a final invoice; record the final bill separately when it arrives.

Approval packages are external

Private notes, labor logs, and evidence you did not select are not sent. Review the recipient and package preview before sending.

Use the vendor page to review spend history

Quotes and invoices from work orders roll up to the vendor’s Invoices & Quotes section. Use that history to review recent estimates, final invoices, linked work orders, and total invoiced spend.

Track contracts before notice dates are missed

Service contracts live on the vendor record. Record the contract title and number, start date, end date, cancellation reminder window, and contract file or received-on-file status.

Reminder windows can be set to 30, 60, 90, or 120 days before the contract end date.

The real deadline may be the notice date

For auto-renewing agreements, the important date is often the last day you can give notice — not the contract end date itself. Set the reminder window to match the actual notice requirement.

A practical contract review workflow

1. Confirm the notice requirement.
2. Review recent work, invoices, and service quality.
3. Decide whether to renew, renegotiate, replace, or cancel.
4. Record the new agreement or updated dates after the decision.

Next step

For service contacts and day-to-day vendor setup, see Vendors. For insurance and credential status, see Vendor documents and compliance.