# Four steps for you, eight checked stages behind every job

You send the job and approve the price. We book it, do it and photograph it, then send the report and one invoice.

## What you do

1. **Send the job.** By portal, text, phone or email, at any hour, or have your residents send it to us. You get a job number.
2. **Approve the price.** The quote comes from site with photos. Say yes by link, email or phone, or set a standing limit and we go ahead below it.
3. **We do the work.** We book the resident and give the written notice. Our trade photographs the job before and after.
4. **Get the report and one invoice.** Both the day the job closes, each carrying your reference.

[Send your first job](https://roundhousegroup.ca/how-it-works/#get-started)

## The eight steps

Behind your four steps sit these eight stages. Each moves on only when its facts are on the record.

1. **Request.** Property, unit, access, the resident's phone and your reference on file, and you get a job number.
2. **Quote.** A remote fix tried first. If a visit is needed, the scope and price in writing, sent from site.
3. **Approval.** Who approved, when and how.
4. **Booked.** A trade accepts, you get the visit window, and the resident gets [24 hours written notice](https://roundhousegroup.ca/answers/24-hour-entry-notice-ontario/).
5. **On site.** The arrival time, and the before photos taken before any work starts.
6. **Close out.** After photos, what was found and done, the parts and the resident's sign off, in the [work order report](https://roundhousegroup.ca/work-order-reports/).
7. **Invoice.** One invoice the day the job closes, with your reference and the approved scope.
8. **Paid.** Due on receipt. Financing may be available on larger jobs, subject to approval. The warranty runs from completion, its end date on the report.

## Four ways to approve, all on the record

- **The link in the quote.** Open it, read the quote and approve or decline, with your name and the time recorded.
- **A reply to the email.** Reply to the quote email and that reply is the approval on file.
- **By phone.** Tell us on a call and we log who approved, when and why.
- **Inside your standing limit.** Below the limit you set, we go ahead and the quote reaches you as a notice.

A decline is recorded with its reason, and a change found on site waits for a fresh approval.

## After the job closes

- **Warranty from completion.** 60 days to 2 years depending on the work, with the end date printed on the report.
- **A free callback.** Work that is incomplete or not right gets a return visit within 3 calendar days at no charge.
- **One history per unit.** The next visit starts with every photo, part and finding from this one.
- **The record in your system.** The job, its photos, the quote and the invoice sit in your tracking portal and your software.

## Response times

| Request | Target |
|---|---|
| Every request, any hour | Answered within 1 minute by text, phone or web |
| Emergency | A person on the line within 15 minutes. A trade on site within 2 hours in the GTA, 4 hours elsewhere in our service area |
| Urgent | On site within 24 hours |
| Routine | Booked with the resident within 1 business day, done within 3 business days |
| Quote | Instant, sent from site the moment the visit ends |
| Inspection | Instant report, sent from site the moment the inspection ends |
| Invoice | The day the job closes, with photos and sign off |

## Questions

### Can we start with a single job?

Yes. Start with one repair, one inspection or one turnover. Scope, access and your approval limit are agreed before the first booking.

### Do we need to change our process or our software?

No. Tell us how residents should reach us and how you want the record back. Work orders, photos, quotes and invoices sync to the property management software you already use.

### Who talks to the resident?

We do. Booking, access, written notice and reminders are ours. You hear from us when a job needs your decision.

### What if the trade finds more work on site?

The extra work is quoted and waits for your approval. Nothing outside the approved scope is done or billed.

### When do we get the invoice?

The day the job closes, with your reference, the approved scope and the work order report behind it.

### Do you offer emergency dispatch?

Emergencies are answered 24 hours a day, 7 days a week: Plumbing, electrical, major appliance and heating or cooling failures, lockouts, and a door that will not lock. We only use ECRA/ESA-Licensed Electrical Contractors. This website is for enquiries and is not an emergency line.