Question 1

Can a managing agent raise and approve work in the system?

Accepted Answer

Yes, through the client portal, which is included from the PaYu plan upward. The managing agent receives a login to the scheme's own portal, where they can submit a service request with a description and photos, see the quote you send back, accept it, follow the job's status, and download the invoice and a statement of account when the work is done. The request appears on your side as a job to schedule, and acceptance of a quote converts it into a job without retyping. Trustees who want visibility without raising work can be given viewer access, which is free on every plan. The portal is customer-facing and separate from your team app, so an agent never sees another scheme's work or your internal notes, and the email and WhatsApp notifications about the job go to the contacts on the scheme's record.

Question 2

How do I prove what was done on common property?

Accepted Answer

With the job card. Each visit, whether a once-off repair or a generated recurring round, is completed by the technician on the phone with the tasks ticked, before and after photos attached, parts used, time on site and a signature from whoever signs off at the scheme. The completed card produces a job report that goes to the managing agent by email or WhatsApp and stays on the scheme's record, so a question at the AGM about the gate motor service in March is answered by opening March. Photos are stored with the job, not in a WhatsApp thread on a technician's phone, and time on site is recorded from clock-in and clock-out, which are checked against the site geofence. For contracts that require it, a monthly statement of account lists the visits and the invoices for the period in one document.

Question 3

Can recurring maintenance visits be scheduled automatically?

Accepted Answer

Yes. A recurring job template holds the scheme, the tasks and the cadence, and Omni Field generates the visits on a daily, weekly, monthly or custom schedule, placing them on the calendar and assigning a default technician if you set one. A monthly common-property round, a quarterly pump service or an annual fire equipment check therefore appears on the schedule without anyone raising it, and each generated visit is completed, photographed and signed like any other job. Recurring jobs are included on the Growth plan and available on PaYu as an add-on. Assets at the scheme, such as gate motors, pumps or geysers in common areas, can carry their own maintenance schedule and service history, so the next technician sees what was done to that unit before. Changes to the cadence apply to future visits without touching the ones already generated.

Question 4

Does it handle purchase orders, VAT and statements for a body corporate?

Accepted Answer

Yes. An invoice to a body corporate carries VAT at 15% with the amount shown separately, your registration details, the scheme's details, and a purchase order or reference number where the managing agent requires one on every invoice. Deposits, partial payments and discounts are handled on the invoice controls, and a credit note is issued against an invoice rather than by editing it. Invoices go out by email or WhatsApp with a Paystack payment link, or with your bank details for an EFT from the scheme's account, which is how most body corporates pay. A statement of account for any date range, listing invoices and payments, goes to the agent from the customer record. The accounting side, levies, budgets and the managing agent's own ledger, stays in the agent's software; Omni Field manages the contractor's work and billing.

Question 5

What does Omni Field not do for body corporate work?

Accepted Answer

It does not run the scheme. Levy accounting, budgets, trustee resolutions, meeting minutes and the managing agent's ledger belong in the agent's own software, and Omni Field does not replace them. It does not parse dispatch emails from insurers or maintain per-insurer service level timers; a contractor whose work mostly arrives through an insurer panel should look at software built for that workflow, and the comparison pages name one. It is not a fleet or vehicle tracking product, and its route planning orders a technician's day on free-flow travel times rather than live traffic. What it does is the contractor's side: requests and approvals from the agent, scheduled and recurring work, job cards with proof, VAT invoices with references and payment links, statements, and a history per scheme that a new trustee can read in an afternoon.

Job management for body corporate maintenance contractors

Each scheme is a customer with its own history

Requests from the managing agent

Recurring rounds and proof of work

Invoicing, statements and what is not modelled

What Omni Field does here

Common questions

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