Work Orders
Issue a work order, track progress, and accept completed works.
What is a work order?#
A work order (WO) is the official document by which the syndicate engages a contractor to perform agreed works. It typically follows an accepted quote.
Issue a work order#
Open the project
Projects → [Project] → Work orders → New.
Select the accepted quote
Syndic+ pre-fills the work order from the accepted quote: contractor, amount, description.
Add specifics
- Issue date
- Planned start date
- Special conditions
- Payment terms (deposit, milestones, final holdback)
Sign and send
E-signature by the chair or authorized signatory. Email to the contractor with confirmation of receipt.
Progress tracking#
A work order has several statuses:
| Status | Description |
|---|---|
| Issued | Sent to contractor, awaiting start |
| In progress | Works underway |
| On hold | Temporarily paused (weather, permits, etc.) |
| Completed | Works finished, awaiting inspection |
| Accepted | Inspection passed, final payment authorized |
| Cancelled | Cancelled before execution |
Update progress#
From the work order page, regularly record:
- Progress percentage
- Progress photos
- Issues encountered
- Scope changes (change orders)
Change orders#
Any scope or price change must be recorded in a written and signed change order. Examples:
- Added task
- Material substitution
- Deadline extension
Never pay for extras not documented by a change order. It's a major source of disputes.
Acceptance of works#
Joint inspection
Schedule an inspection with the contractor and at least one board representative. Optional: an independent inspector for major projects.
Punch list
Draw up the list of items to correct. Each deficiency is dated and assigned a correction deadline.
Follow-up inspection
After corrections, validate their resolution.
Final acceptance signature
Sign the final acceptance document. The warranty period begins on this date.
Payments#
For a major project, recommended payment structure:
| Step | Percentage |
|---|---|
| Deposit on signing | 10–20% |
| Milestone installment | 30–40% |
| Balance on provisional acceptance | 30–40% |
| Holdback released after punch list | 10% |
The 10% holdback is standard. It protects the syndicate against uncorrected deficiencies.
Warranty#
- Statutory warranty: minimum 1 year for works, 5 years for defects, 10 years for hidden defects (art. 2118 CCQ)
- Contractual warranty: may be longer, negotiable
- Installed parts often carry their own manufacturer warranty
Record all warranties in the Maintenance logbook (Maintenance module) so you don't miss a claim within the coverage period.