> ## Documentation Index
> Fetch the complete documentation index at: https://docs.trellistech.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Send a maintenance request to a vendor

> Turn an approved maintenance issue into assigned vendor work with manager review

## What this helps you do

Create clear vendor work from a maintenance issue while keeping property access,
assignment, proof, and guest communication under your team's control.

## Before you start

* Confirm the property and the issue.
* Remove guest details the vendor does not need.
* Confirm the vendor can access the property and task type.
* Decide who approves cost, timing, entry, and guest communication.

## Create and assign the work

<Steps>
  <Step title="Review the issue">
    Confirm what happened, where it happened, how urgent it is, and whether a
    person must contact the guest first.
  </Step>

  <Step title="Create the maintenance task">
    In **Tasks**, choose the property and add a clear title, description,
    priority, timing, access notes, and required proof.
  </Step>

  <Step title="Assign the vendor">
    Choose the approved vendor. Review their property and task-type access
    before saving.
  </Step>

  <Step title="Confirm receipt">
    Check that the vendor can open the task and sees the correct property,
    timing, and instructions.
  </Step>

  <Step title="Review completion">
    Check notes, photos, completion time, and any follow-up or cost approval.
  </Step>

  <Step title="Close the communication loop">
    Have the responsible teammate update the guest, owner, or internal team only
    after reviewing the vendor result.
  </Step>
</Steps>

## How to check it worked

* The task contains only the information the vendor needs.
* The approved vendor can open the correct task and property.
* Required proof reaches the manager.
* Cost, access, or guest communication follows the approval rule.
* Any follow-up task has an owner and due date.

## Common problems

<AccordionGroup>
  <Accordion title="The vendor cannot open the task">
    Review the vendor contact, invitation, task type, and property access in
    **Settings > Permissions**.
  </Accordion>

  <Accordion title="The task went to the wrong vendor">
    Reassign it, review any default assignment, and confirm the new vendor
    before sending further details.
  </Accordion>

  <Accordion title="The issue needs a guest response first">
    Pause the vendor workflow and hand the conversation to the responsible
    teammate.
  </Accordion>
</AccordionGroup>

## Related articles

* [Tasks](/platform/tasks)
* [Set up a vendor](/platform/workforce#set-up-a-vendor)
* [Approve a sensitive message](/guides/approve-sensitive-message)