Fake work order from Property management?

Question

My property management owner portal shows all work orders and repairs submitted. In a recent repair, the work order file uploaded had a filename with a different address in it. It went something like "workorder# 11232 - Work completed - <address of the property>.pdf". the address listed in the filename was completely different and in a different state than my rental property.

This made me suspicious and it feels like the same work order is being used for multiple properties and they forgot to update the address in the filename before uploading it to my portal.

How can I verify this? If it's indeed true, what options do I have?

It started off great and first 6 months there were no issues, but lately for the last few months, there have been some sort of repairs every month. And since it's below the reserve threshold, I don't get notified either for approval.

Terrell Garren · Answer

It could be worse - My PM drinks coffee and reads too long in the mornings, gets on the job by 10, goes to lunch by 1130, the gym by 2 and home by 4.  He usually breaks 2 things while repairing 1, makes decision without telling anyone and takes random days off with no notice.  On multiple occasions, I have found him fishing and bike riding while he was supposed to be working.

Nathan Gesner · Answer

Explain your concern to the PM. Tell them you would like to speak directly to the tenant to confirm the work was done with pictures. See how they respond.

Bjorn Ahlblad · Answer

Definitely follow up on this. I like to give people some leeway; but if they are taking advantage they're gone!

Drew Sygit · Answer

@John Smith what else does the document state?

Most GOOD PMCs use standard naming conventions for their documents. So yes, many of them look the same.

How else do you think they'd be able to quickly find something in their computer system?

You're also probably assuming they still keep paper folders. This is the 21st century and good PMCs have gone paperless. Allowed these PMCs to keep operating last year when workers couldn't go to their offices.

Peter Tverdov · Answer

This. Lol at OP. Are you God and don't make mistakes? Probably the billing person who made an error. Just call up or email the PM and ask him what happened. If you are that suspicious over this my guess is you have bigger problems with your PM.

Ashley Herring · Answer

Hello John,

A good PM will be happy to hop on a call or schedule a zoom meeting with you to iron out any concerns. All of my owners had my personal cell and I let them know to call/text me instead of going through the main line. My owners hired our company for a service therefore it was my duty to ensure that they understood all expenses, repairs, etc.

I would give your PM the benefit of the doubt so long as they explain. Reach out to them and request a time to go over your concerns. A good PM will get back to you within 24 hours, even if it's just to say 'I got your email/call/text and I will get back to you in X amount of time.' Just keep in mind that different PM companies operate differently and sometimes an certain owner and PM company is not a good fit for each other, and that's okay. However, you won't know until you communicate with each other to ensure that there are expectations on BOTH SIDES. If you don't like how they operate, no harm no foul, move on and find a company that suits your needs. Hope this helps!

Jeffrey Donis · Answer

@John Smith I agree with @Bjorn Ahlblad. Although you have a property management company, you should still be overseeing them. It's a good thing you do, because you caught it.

I'd ask to speak to the representative you work with, and ask for an explanation. If it isn't convincing, keep digging. Sit down with the financials and look for any other errors.

Intentional or not, if those kinds of "mistakes" have been happening consistently over time, then you should find a new PMC.

Chad Hale · Answer

@John Smith Call your PM and ask.  It shouldn't be a scary or hard thing to do.  I welcome my owner/clients to call, email, text anytime.  I want them to ask any questions and feel good about their property/investment.  If they are worried about their property, I'm not doing my job.  No PM should be annoyed by an owner call/question.   Unfortunately, mistakes do happen.  As long as it is the rare exception and is quickly remedied, nothing to worry about.

Andrew B. · Answer

I think the more likely scenario is that they labeled the work order wrong when uploading it. Clerical errors do happen and its often the simplest answer, not the most complex. Even so, I would take the opportunity to followup and make sure the repairs were done. Do you have photos for proof? Are they your property? Can you confirm with the tenant that something was broken and is now repaired?

John Smith · Answer

any ideas on what I can do? I am guessing they'll attribute it to some clerical error if I ask them directly. What options do I have to verify something like this?

Fake work order from Property management?

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