Vendor Work Order Portal Guide | RentMouse

Vendors receive secure links to view and update assigned work orders in RentMouse. This guide explains how to access the portal, review scope, update status, upload invoices, and stay within access windows.

At a Glance#

Who it’s for: Licensed vendors and contractors invited to collaborate on maintenance requests.
Time to complete: 10 minutes to learn; ongoing updates take 2 minutes per visit.
Prerequisites: Valid access token from the landlord, modern browser, and PDF copies of estimates or invoices.

What You Can Do#

Open work orders securely without a RentMouse login.
Review property details, tenant contact info, and scope of work.
Update status, quoted amounts, and progress notes.
Upload invoices, receipts, and photos to document work.
Mark work as complete so the landlord can release payment.

Before You Begin#

Access token: Your landlord sends a unique link with a token that expires at a set time (default 72 hours). Bookmarking the link keeps it available until expiration.
Browser requirements: Use Chrome, Safari, Edge, or Firefox (latest versions). Mobile browsers are supported, but desktop gives the best view for uploads.
File preparation: Save estimates and invoices as PDF or image files under 25 MB. Rename files for clarity (e.g., Smith-Unit3-Leak-Estimate.pdf).
Security reminder: Tokens grant access only to the assigned work order. Do not forward the link to unauthorized individuals.

Step-by-Step#

Breadcrumb: Vendor Portal ▸ Access

Open the secure link
Click the link in the invitation email or SMS. Confirm the expiration date shown at the top of the page. If expired, contact the landlord for a new link.

Breadcrumb: Vendor Portal ▸ Overview

Review work order details
Read the property address, unit, requested issue, priority, and access instructions. contact details appear if the landlord allows direct tenant coordination.

Breadcrumb: Vendor Portal ▸ Status

Update status and quoted amount
Use the Status dropdown to select Acknowledged, Scheduled, In progress, or Completed. Enter your quoted amount and target completion date, then click Update. RentMouse logs the change instantly.

Breadcrumb: Vendor Portal ▸ Notes

Add notes and attach estimates
Type progress notes (e.g., “Parts ordered, returning Friday”), attach estimate documents, and click Save note. Notes shared with tenants display accordingly; landlord-only notes remain private.

Breadcrumb: Vendor Portal ▸ Invoice

Upload final invoice
After completing work, click Upload invoice, choose the file, and add the invoice amount. RentMouse stores the invoice and updates the landlord. Status automatically shifts to Invoiced.

Breadcrumb: Vendor Portal ▸ Completion

Confirm completion
When the job is done and documentation uploaded, set status to Completed, add final notes, and press Confirm completion. The landlord receives a notification to review payment.

Best Practices#

Respond within 24 hours of receiving the link to acknowledge the request.
Keep the landlord informed if timelines change by updating notes or status.
Upload clear before/after photos; they aid approval and tenant satisfaction.
Use /help/resolve-maintenance-requests for context on how landlords view your updates.

Screenshots & Media#

rm-vendor-portal-access-step1-v1.png — Alt: “Vendor portal access screen showing expiration banner”; Title: “Access secure link”; Description: Show token expiration warning and property header; Caption: “Confirm the link is active before proceeding.”
rm-vendor-portal-overview-step2-v1.png — Alt: “Work order overview with scope and access instructions”; Title: “Review work order details”; Description: Display scope, priority, and tenant contact fields; Caption: “Review scope and access instructions carefully.”
rm-vendor-portal-status-step3-v1.png — Alt: “Status dropdown and quoted amount field”; Title: “Update status and quote”; Description: Highlight status options and estimate entry; Caption: “Update status and quote to keep the landlord informed.”
rm-vendor-portal-notes-step4-v1.png — Alt: “Notes form with file attachment button”; Title: “Add progress notes”; Description: Show note field and attachment upload; Caption: “Document progress and attach estimates or photos.”
rm-vendor-portal-invoice-step5-v1.png — Alt: “Invoice upload dialog with Choose file and amount fields”; Title: “Upload invoice”; Description: Provide file upload UI and amount entry; Caption: “Upload the final invoice when work completes.”
rm-vendor-portal-completion-step6-v1.png — Alt: “Completion confirmation with final notes box”; Title: “Confirm completion”; Description: Show final notes and Confirm completion button; Caption: “Confirm completion so the landlord can approve payment.”
rm-vendor-portal-mobile-view-v1.png — Alt: “Vendor portal mobile layout preview”; Title: “Mobile access”; Description: Demonstrate responsive view for mobile vendors; Caption: “Update status from your phone if you are on-site.”

Troubleshooting#

Symptom	Likely cause	Fix
“Link expired” message	Token timed out or landlord revoked access	Request a new link from the landlord. Previous tokens deactivate for security.
Unable to upload invoice	File exceeds 25 MB or unsupported format	Compress the file or export as PDF/JPEG under 25 MB, then retry.
Status change not saving	Internet connection dropped or token expired mid-session	Refresh the page, ensure connection is stable, or request a refreshed link.
Tenant contact missing	Landlord disabled tenant contact sharing	Use the landlord contact info provided in the invitation email to coordinate.
Portal displays blank page on mobile	Outdated mobile browser cache	Clear browser cache or open the link in Chrome/Safari with latest updates.

FAQ#

Do I need a RentMouse account?
No. The tokenized link grants temporary access only to the assigned work order.

Can I forward the link to a colleague?
Avoid forwarding. If another team member needs access, ask the landlord to issue a new token so activity is logged correctly.

How long are documents stored?
Invoices and notes remain with the work order permanently, giving you and the landlord a shared record.

What happens after I mark completion?
The landlord reviews your updates, may request additional info, and then processes payment per your agreement.

Can I update a work order after completion?
Yes. As long as the token is still valid, you can reopen the link, add notes or files, and adjust status. After token expiration, request a new link.

Is SMS link delivery secure?
Yes. SMS messages contain HTTPS links with expiring tokens. Treat the link like a password; do not post publicly.

Security & Privacy Notes#

Access tokens are single-work-order and expire automatically (default 72 hours). Landlords can revoke tokens instantly.
Uploaded files are virus-scanned and stored in organization-scoped storage with vendor access limited to their work order.
All status updates and note entries capture timestamp, IP address, and user agent.
Feature flag vendor_portal_v2 enables invoice uploads and token expiration banners.

Version & Region#

Feature flag: vendor_portal_v2
Last verified build: RentMouse web 2025.10.28
Last verified date: 2025-11-01
Supported regions: United States, Canada (localized currency display)

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