Editing a Breezeway Task

When Topkey syncs a task from Breezeway, it creates a work order in draft form and surfaces additional fields specific to the Breezeway integration. Your primary goal is to fill in the required details in Topkey and then push the completed work order to your PMS using Save and Send to PMS. Reviewing and editing these synced tasks is how you ensure every maintenance job is accurately captured, correctly attributed, and ready for billing.

Assign Property

The Property field at the top of the form is required. Type a property name to search and select it from the list. Because this is a Breezeway-synced task, the list only shows properties that have already been connected to Breezeway — properties not yet synced from Breezeway will not appear here.

Charge Type

For accounts where it is applicable, Charge Type maps the work order to the correct charge category in your PMS. Select the appropriate charge type from the list. This value is saved alongside the work order and is included in the payload when the work order is sent to your PMS.

Name

The Name field contains the task title as it was pulled in from Breezeway. You can edit it directly in Topkey — for example, to add more context before sending to your PMS. This is the title that will appear on the work order in your PMS after the push.

Description

The Description field is an editable text area where you can refine the work order description as needed. Below the editable field, a read-only section labeled Original Breezeway Description shows the description exactly as it was received from Breezeway. This gives you a reference point so you can always see what was originally recorded in Breezeway, even after you have edited the description in Topkey.

If your PMS supports it, you will also see an Insert attachment links option below the description. This feature is PMS-specific — check with your PMS documentation or Contact Support to confirm whether it applies to your setup.

Breezeway Data

The Breezeway Meta Data block is a read-only panel that displays the source-of-truth information pulled directly from Breezeway for this task:

• Total time — the total labor time logged on the task in Breezeway
• Rate paid — the rate at which the labor was compensated
• Status — the task's current status in Breezeway (for example, Completed)
• Finished at — the date the task was marked complete in Breezeway

The panel also shows when the data was last synced (for example, "Last synced: 3 days ago") and includes a Sync Data button. Click Sync Data to pull the latest information from Breezeway if the task has been updated since it was first imported.

Adding Lines

The Items section lists all the line items associated with this work order. When Topkey first syncs a Breezeway task that includes labor time, it automatically creates the first line item from that labor data.

Each line item has one of two types:

• Part / Cost — captures a description and a flat amount. Use this for parts, materials, or any fixed expense.
• Labor — captures an hourly rate, labor time in hours, and labor time in minutes instead of a flat amount. Use this for crew time billed at an hourly rate.

The Part / Cost vs. Labor distinction is shown when the work order is connected to Streamline or when the work order already contains a labor-type item (as is typical for Breezeway-synced tasks). Click Edit next to any existing line to update it, or add a new line to capture additional costs or labor.

The running total of all line items is shown below the items list, giving you a live view of the work order amount as you make changes.

Markups

Markups are applied automatically based on a resolution order: a per-property setting takes precedence, and if none is set, the account-level default markup is used. You can review the markup applied to each line item by clicking Edit on that line. Markup amounts are included in the total sent to your PMS.

Transaction Type

Transaction Type determines which account the expense is posted against when the work order is sent to your PMS. Select the option that reflects how this job should be classified for accounting purposes. The available options in Topkey depend on your PMS integration — consult your PMS setup or Contact Support if you are unsure which option to choose.

Dates

The Performed on / Finished on field on the right side of the form sets the business date for this work order — the date used for accounting and reporting purposes. Topkey also displays the Finished at date from the Breezeway Meta Data block as a reference, so you can align your Performed on date with when the task was actually completed in the field.

Owner Statement Description

For Streamline users, the Owner Statement Description field controls the line of text that appears on the owner's statement for this work order. Enter a clear, descriptive label that the property owner will see when reviewing their statement.

Vendor

The Vendor field links the work order to the vendor who performed the work. Type to search and select a vendor from your Topkey vendor list.

Maintenance Operator

The Maintenance Operator field identifies the Breezeway crew member who performed the task. The list of operators is synced from Breezeway's user list. Select the appropriate operator from the list — this information is stored on the work order and flows into your reporting.

This field is shown when your PMS integration has maintenance operators enabled. If you do not see it, it may not be applicable to your current integration setup.

Work Order Status

Work order status reflects where the record is in the review and posting workflow. The table below shows the statuses you may see on a Breezeway-synced work order:

Receipt Upload

Any photos or documents attached to the task in Breezeway are automatically imported into Topkey and displayed in the receipts section. You can also upload additional receipts directly in Topkey — for example, a vendor invoice or a photo taken on-site.

All receipts — both those imported from Breezeway and any you add in Topkey — are included in the payload sent to your PMS when you use Save and Send to PMS.

Push to PMS

Once a Breezeway task has all required fields completed — a property, a vendor, at least one line item, and a transaction type — the Save and Send to PMS button becomes available. Click it to send the full work order payload (line items, markups, and receipts) to your connected PMS.

Topkey records the date and time the work order was successfully sent, and the work order status updates to reflect that it has been posted.

Managing Recurring Schedules

If any of your work orders have been converted into recurring templates, you can view and manage all active recurring rules on the Recurring Schedules page at /work_orders/recurring_schedules. From that page you can:

• See each schedule's next scheduled generation date
• View how many work orders a schedule has produced so far
• Delete a schedule to stop future work orders from being generated
• Restore a previously deleted schedule to resume generation

Frequently Asked Questions

Why do I only see some of my properties in the Property field? Breezeway-synced tasks only allow you to select properties that have been connected to Breezeway. If a property is missing from the list, it has not yet been synced from Breezeway. Contact your Topkey administrator or Contact Support to get the property linked.

The Breezeway task data looks outdated — how do I refresh it? Click the Sync Data button inside the Breezeway Meta Data block. This pulls the latest task details from Breezeway, including any updates to total time, rate paid, or task status. If the data has changed since the last sync, Topkey will also show a banner at the top of the form alerting you.

My vendor is in Topkey but the work order won't post to the PMS — what's wrong? The vendor must exist in both Topkey and your connected PMS. If the vendor is only in Topkey, the posting will fail. Add the vendor to your PMS first, then re-attempt the send. If the problem persists, Contact Support for help resolving the vendor mapping.