This feature allows you to charge a commission or administrative fee for maintenance work done. You can set up the admin fee percentage at the system level and then choose to include it on maintenance requests.
For example, an owner has a roof leak and enters a maintenance request on the owner portal. You assign it to a vendor (in this case, a repairman). On the Maintenance screen, you can specify the total cost of work done, the amount that should be charged back to the owner, and choose to include an admin fee as well.
The system creates an extra charge to the owner for the admin fee and a payable to the management company.
Charging the owner is not required. In another example, a owner submits a maintenance request for trash outside his condo, but you decide it is not his responsibility to pay for it. You can still create a payable from the maintenance request and add an admin fee, but it won't be charged to the owner.
In Breeze, this functionality is called Advanced Maintenance Requests, and requires the following setup:
Add a vendor record for your management company.
Add a GL expense account for admin fees.
Add a GL revenue account for admin fees.
Set up a charge code for admin fees.
On the Company Settings screen, complete the section for admin fees on maintenance requests.
Each task is described below.
To add a vendor record for your management company
Go to Vendors > Add New.
Complete the screen with information about your property management company.
Click Save.
To add a GL expense account for admin fees
Go to Admin > GL Account > Add New.
Set up a GL account that will be used to pay the admin fees. An example is shown below.
To add a GL revenue account for admin fees
Go to Admin > GL Accounts > Add New.
Set up a GL account that will be used to track the revenue from admin fees. An example is shown below.
To add a charge code for admin fees
Go to Admin > Charge Codes > Add New.
Set up a charge code for admin fees, referencing the revenue account you set up to track them.
The charge code is used to charge the tenants the admin fee when they are paying for the maintenance work.
To complete the company settings for admin fees
Go to Company Settings > Account Settings.
Click the Edit icon (the pencil) and select the checkbox for Advanced Maintenance Requests.
The screen refreshes, and new fields appear below the checkbox.
Complete the additional fields.
Management Company | The management company vendor record (the entity that will receive the admin fees). |
Admin Fee Percentage | The percentage used to calculate the admin fees. |
Admin Fee Pay Account | The expense account for admin fees. |
Admin Fee Charge Code | The charge code for admin fees, when fees are charged to tenants. |