We use AppFolio to assign work and keep the property’s records together. Contact residents to arrange your visit, then update the work order with scheduling notes, progress, completion photos, and anything our office needs to follow up on.
01 / GET SET UP
Accounting confirms your vendor file. Maintenance Operations confirms you’re approved for the work being assigned.
Provide your legal/payee name, business name, address, trade, service area, and phone and email contacts.
Accounting will request your tax form, such as a W-9, and insurance or licensing evidence applicable to your work. Confirm the exact documents and secure return method with our office.
Confirm rate or contract terms, payment method, and any property or work restrictions before accepting an assignment.
We use AppFolio to manage work orders and require vendors to keep resident communication, scheduling updates, and job notes in the Vendor Portal. Use the portal invitation or work-order link Sheraton provides. If you need access or help getting set up, call our office before your first assignment.
Keep bank and taxpayer details out of this interest form and ordinary email. Contact the office for secure document delivery or changes to payment information.
02 / ON THE JOB
Acknowledge the work order. Confirm the property, unit, scope, approval limit, and whether the visit is for an estimate, diagnosis, repair, warranty, or callback.
Keep the assigned work order updated in the AppFolio Vendor Portal with scheduling updates, visit notes, delays, and any changes that need approval. Call for urgent issues, then document the outcome in the portal.
An estimate request is not approval to start repairs.
Outside vendors handle resident communication directly, including arranging the appointment and arrival window. After contacting the resident, update the assigned work order in the AppFolio Vendor Portal with the conversation, agreed schedule, and any access issues or next steps. Record unsuccessful contact attempts too, so we know where the job stands.
Keep the portal updated if the appointment changes or the resident raises a concern. For vacant units or turnover work, coordinate access with Sheraton.
Follow the work order’s entry instructions. If entry permission, keys, pets, gates, or access are unclear, call before entering.
Contact your Sheraton work-order contact before adding work or changing the approved price or scope. Explain what changed, the proposed work, and the added cost.
Report delays, missed appointments, access problems, and unsafe conditions promptly. Call immediately if there is immediate danger or active damage.
03 / CLOSE THE LOOP
Enter completion notes in the AppFolio Vendor Portal and attach the job photos and supporting records requested for the work order. Also send your completion report to the Sheraton contact on the work order.
Portal notes are required alongside your invoice and any direct communication with our team. Include what you found, what you did, and what remains. Sheraton verifies the work before closing the job; an invoice alone does not establish completion.
04 / INVOICES & PAYMENT
Our preferred invoice destination is:
sheratonreres@invoices.appfolio.comAttach your invoice before sending. Keep job notes, photos, and completion details in the AppFolio Vendor Portal, and send them to your work-order contact as well. Continue using the invoice email above for invoice submission.
Include your business name, invoice number and date, property and unit, service date, work-order or purchase reference, work performed, itemized labor and materials, tax, approved changes, and total.
Approved payments are normally issued Tuesday and Thursday. Your agreed payment terms still apply. Invoice review, completed-work verification, approvals, and property funding must be resolved before payment is released.
Call the office and ask for Accounting. Have the invoice number, property, amount, and submission date ready.
Call Accounting through the officeWORK WITH SHERATON
Share your trade, service area, and availability so our office can follow up.
This is an introduction, not vendor approval or a work assignment. Don’t include tax IDs, banking details, resident information, or access codes.