The Supplier Portal (as a Supplier)

Overview

The Supplier Portal is where you see the jobs the property managers you work with send you, quote for them, book them in and record the work you have done. You reach it by signing in to Keyhook.

Get into the portal turns the invite you were emailed into an account.

Find your jobs explains the job list and its tabs.

Work a job takes one from a quote to finished work.

Send your invoice covers the photos, documents and invoice the agency needs from you.

Keep everyone posted covers the chat and who hears what.

Get into the portal

Open your invite

The agency emails you an invite to their supplier portal. Open the email and follow the link in it.

Accept it

If you are new to Keyhook, choose I am new to Keyhook, fill in your name and a password and click Create account and accept. If you already have a Keyhook account, as an owner or tenant for example, choose I already have an account, enter your password and click Log in and accept. If you are already signed in, click Accept invitation.

Start from Your jobs

Once you accept, Keyhook opens Your jobs. The left menu holds Your jobs, Profile and Integrations.

Note: One account covers every agency you work with on Keyhook. When another agency invites you, accept their invite with the same account and their jobs join the same list.

Find your jobs

Open Your jobs

In the left menu click Your jobs. Every job and quote request from every agency you work with on Keyhook is in this one list.

Pick a tab

The tabs follow a job from start to finish: All jobs, New, To quote, Quote sent, Booked in, To invoice and Done. Each one carries a count, so you can see what is waiting on you.

Find one job

Each row shows the Job, its Priority and Status, the Date received and Date scheduled, the Property address, the Agency that sent it and its Property manager. Type in Search table to find one, or click Unread to show only the jobs with messages you have not read.

Note: Above the table, Columns changes what the table shows, Templates saves a view you come back to, and Export downloads the list.

Work a job

Read the job

In the left menu click Your jobs and click the job. Job details holds the description, the Access details and any Notes from the property manager, and Photos from the property manager sits below it. The property manager's contact details are at the top, along with the tenants' if the agency has chosen to share them.

Send a price if they asked for one

Anything waiting on a price sits on the To quote tab. Open the job and click Submit quote. The quote form opens in a new tab. Once you send it, the job moves to Quote sent until the property manager decides.

Book a date

When the work is yours, open the job, pick the day you will be there in Book a date and click Save. The job moves to Booked in. You can change the date the same way.

Mark the work complete

When the work is finished, click Mark work complete, then Yes, it is done. The property manager is told the work is done and asked for your invoice, the job moves to To invoice, and Keyhook opens the page for sending it.

Send your invoice

Open the job

In the left menu click Your jobs, open the To invoice tab, click the job and click Upload invoice. You land on the same page straight after marking the work complete.

Add your photos and documents

Under Photos, add your proof of work photos. Under Compliance documents, add any PDF the job needs, such as a Certificate of Compliance.

Email your invoice

The Send your invoice panel gives the agency's invoice email address and the job reference. Click Copy invoice address, then email your invoice there from your own system, quoting that reference. If the panel says the agency does not accept invoices by email, ask the property manager where to send it.

Note: A job moves to Done when the agency closes it off, not when you send the invoice. Ask the agency about anything to do with being paid.

Keep everyone posted

Messages about a job are kept on the job itself, so the whole history stays in one place:

Chat with the property manager from the job, rather than by phone or email.
Where the agency has shared the tenants' details with you, you can chat with the tenants as well, which is usually the quickest way to sort out access.
Where the agency has set the job to keep the owner or the tenants informed, they are emailed when you book a date and when the job's status changes.
The chat closes once the job is closed off.

Note: A property owner cannot start a chat with you. Anything from the owner comes through the property manager.

The Supplier Portal (as a Property Manager) → Written for property managers: how the agency sets up and manages your access.

The Supplier Portal (as a Supplier)

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