Welcome to the KAIZEN Realty Vendor Portal, your all-in-one platform for managing work orders, invoices, and communication with our property management team. Here’s a detailed guide to help you navigate the portal efficiently:
Getting Started with Vendor Portal
To access your payment preferences and begin using the Vendor Portal, set up Two-Factor Authentication (2FA). You’ll be prompted to enable 2FA during the following processes:
- Completing Your Company Profile: Set up 2FA as part of your profile creation.
- Selecting Payment Preferences: Once 2FA is enabled, choose your preferred payment method.
How to Sign In
There are three convenient ways to sign in to the Vendor Portal:
- Via Work Order Email: Click the link in the email notification for new work assignments to sign in directly.
- Request an Access Link: Visit vendor.appfolio.com, enter your email address, and receive a sign-in link via email.
- Using a Password: Click “More Sign-In Options” on the sign-in page to log in with your email and password.
Receiving and Managing Work
- Viewing Work Orders: Assigned work orders appear in the portal automatically. You’ll also receive an email notification.
- Accept or Decline Work:
- Accept: Let us know you’ll take the job and access the work order details.
- Decline: Notify us if you cannot accept the job, and it will be reassigned.
How to Find Work Orders
- Search Bar: Enter the work order number or property address to locate specific jobs.
- Work Orders Page: Browse all assigned jobs and filter by status, property manager, or other criteria.
Work Order Categories
Work orders are grouped into three categories:
- Estimates: Jobs requiring cost estimates.
- In Progress: Active jobs awaiting completion.
- Completed: Finished jobs, either awaiting payment or fully processed.
Work Order Statuses
Statuses help you track the progress of each job:
- Estimates:
- Needs Estimate: Submit a cost estimate.
- Estimated: Await customer approval.
- In Progress:
- On Hold: Verify job availability.
- Scheduled: A job is ready and scheduled.
- Completed:
- Needs Invoice: Submit your invoice.
- Under Review: Invoice is under review.
- Payment Pending: Invoice approved, awaiting payment.
- Payment Sent: Payment has been processed.
Submitting and Editing Invoices
- Submit an Invoice: Click “Invoices” on the work order page. Upload an invoice or create one directly in the portal.
- Edit an Invoice: Make changes using the “Edit” button or the options menu.
Job Scheduling and Notes
- Scheduling Jobs: Coordinate with tenants for a convenient time, and notify them at least 24 hours before the appointment. Enter details in the “Schedule” block.
- Adding Notes: Use the “Notes” section to communicate updates or upload photos of the job.
Estimates
Submit cost estimates for jobs in the “Estimates” category. Once approved, the job will move to the “In Progress” category.
Account Settings
- Contact Information: Update your details in the “Contact Information” section.
- Insurance Expiration Dates: Keep your insurance information up to date in the “Expiration Dates” section.
Bookmarking Vendor Portal
Desktop: Bookmark vendor.appfolio.com for quick access.
Mobile: Add the portal to your home screen:
- Android: Tap the “Add to Home Screen” banner.
- iPhone: Use the “Share” icon and select “Add to Home Screen.”
For additional assistance, please contact our property management team at 1-888-8-KAIZEN or 901-221-4041.