- You have a LeaseBase owner account with active tenants and at least one vendor added.
Review the incoming request
When a tenant submits a maintenance request, you receive an email notification. Open Maintenance in your owner dashboard to see the request with its AI-generated risk assessment card showing risk level, habitability flag, confidence score, and recommended response time.
Assign a vendor
Select a vendor from your vendor dropdown and click Assign. The vendor receives an email with the work order details and unit information. The request status changes to ASSIGNED and the tenant is notified that their request has been assigned.
Wait for the vendor to acknowledge and submit a quote
The vendor opens the work order in their portal, acknowledges the assignment, and submits a cost estimate. You receive a notification when the quote arrives showing the amount and notes.
Approve or reject the quote
Open the request detail and review the quote card. Click Approve Quote to authorize the work — the vendor can now start. Or click Reject Quote to decline with a reason and optionally reassign to a different vendor.
Monitor work progress
After approval, the vendor starts work and updates the status to In Progress, then Completed. You and the tenant receive notifications at each step. The timeline records every event in order.
Close the request
After verifying the work is done, click Closed. The full lifecycle is documented in the timeline: submission, assignment, acknowledgment, quote, approval, start, completion, and closure.
Common questions
Can I assign a vendor who isn’t in the system?
Yes. Use the Manual tab to assign any vendor by name without them having a LeaseBase account. They won’t get portal access, but the assignment is tracked.
What happens if the vendor doesn’t respond?
If a vendor doesn’t acknowledge the assignment, you can reassign the work order to a different vendor at any time from the request detail page.
How do I see the full history of a request?
Open the maintenance request detail to see the timeline tab. Every event (submission, assignment, quote, approval, completion) is recorded with actor name and timestamp. No duplicates.