Maintenance Flow — QA Script

Goal: an issue gets reported, the maintenance person prices it, the price is either auto-approved or sent to the owner, the work is completed with photos + receipts, and the owner's invoice is created automatically.

Setup (once)

You need two brand-new email addresses:

1. Company account — sign up fresh, choose Cleaning Company or Property Manager.
2. Maintenance account — do NOT sign up; the company invites it (My Team → Add Team Member → role Maintenance), then accept from that inbox.

Then, as the company: Clients → Add Client with repair approval threshold = 250 → add a property under that client → Give Owner Portal Access (use any third inbox you have) and accept it.

Use two browser windows (regular + incognito) so you can watch the company and the maintenance person at the same time.

Run A — under the limit (should never involve the owner)

#	Who	Do this	Must happen
1	Company	Maintenance Requests → New Request on that property	Shows Reported + the owner's $250 authority line. No price field anywhere.
2	Company	Dispatch → assign the maintenance account, pick a date	Card shows Waiting on estimate; job + email reach the maintenance account
3	Maintenance	Maintenance Jobs → open job → estimate $150 → Send Estimate	Instantly approved automatically; upload + Mark Complete controls unlock; owner is NOT emailed
4	Maintenance	Upload 1 before photo, 1 after photo, 1 receipt → final cost $165 → Mark Complete	Success names an invoice number; request = Resolved; work order = completed
5	Company	Invoices	New invoice for that client, $165 (final cost, not the estimate), with the receipt attached
6	Company	Re-open the request	Already-billed; no way to bill it twice

Run B — over the limit (owner must approve)

#	Who	Do this	Must happen
1	Company	New request on the same property → dispatch to maintenance	Waiting on estimate
2	Maintenance	Estimate $900 → Send Estimate	"With the property owner — hold off"; completion stays locked
3	Owner	Approval email → Owner Portal → Approve	Maintenance unlocks; company sees who approved and when
4	Maintenance	Complete it with photos/receipt + final cost	Invoice created as in Run A

Then repeat once and hit Decline instead: maintenance must see "do not carry out the work" and must not be able to complete it.

Quick variations (5 min)

Change the client's settings and re-submit one estimate each time:

Setting	Estimate	Expected
Threshold 250	$250 exactly	Auto-approved
Threshold 250	$250.01	Owner approval
Threshold blank / 0	$10	Owner approval
"Always require approval" ON	$50	Owner approval (toggle beats the threshold)
Property with no client	any	Proceeds internally, no owner invoice

Also confirm

• The maintenance account sees only its own jobs — never other properties' requests
• A regular cleaner cannot quote or complete a maintenance job
• The company can never type a repair price anywhere in the flow

Log for each run: property, threshold, estimate, who approved, final cost, invoice number. A completed job on a client property with no invoice number is 🔴 Critical.