Creating and syncing work orders

Work orders in Topkey give you a single place to create, manage, and track maintenance and operational jobs across all your properties — and push them directly to your property management system (PMS). Whether you create work orders manually in Topkey or they arrive automatically from a connected integration, you can review and sync them to your PMS in just a few clicks.

The Work Orders page

The Work Orders & Tasks page shows every work order in your account in one list — regardless of where it originated. Each row represents a single work order and displays the name, created date, finished date, due date, property, and assignees.

Use the Filters bar at the top to narrow the list by status, property, vendor, date range, department, task status, and more. You can also use the Search field to find work orders by name, description, external ID, vendor, category, or assigned team member.

Saving filter combinations

If you frequently apply the same set of filters, click Saved Searches in the top-right corner to save your current filter combination under a name. Your saved searches appear in the same menu so you can reapply them instantly without reconfiguring filters each time.

Sending work orders to your PMS

The primary value of work orders in Topkey is the ability to create them here and push them directly to your PMS. This eliminates the need to manually re-enter job details in your PMS — you manage everything in Topkey and sync with one action.

Step 1: Select the work orders you want to sync

On the Work Orders page, check the box next to one or more work orders you want to push to your PMS. Only work orders in Saved status (that have not yet been synced) are eligible for the Send to PMS action.

Step 2: Open the bulk sync screen

With your work orders selected, click the Send to PMS bulk action. This opens the Send to PMS screen, where you can review the selected work orders before submitting them.

Step 3: Review and confirm

The Send to PMS screen displays each selected work order as a row. At the top, you can set a Default Performed On date, Default vendor, and Default Scheduled date — these values apply to any rows where those fields are blank.

For each row you can review and adjust:

• Property — the property the work order is assigned to
• Vendor — the vendor performing the work
• Performed On — the date the work was completed
• Name — the work order name
• Description — a summary of the work

If a work order has a validation issue (for example, a missing required field or a mismatched export mode), an error message appears inline on that row. You can uncheck the row to skip it, or correct the issue before submitting.

Step 4: Submit

Click Send to PMS at the bottom-right of the screen. Topkey posts each selected work order to your PMS and records the date and time the sync was completed. Re-sending a work order that has already been synced will not create a duplicate in the PMS — Topkey uses each work order's unique identifier to prevent that.

Creating a work order manually in Topkey

You can create a work order directly in Topkey for any one-off job. This is useful when you want to capture a job before it exists in your PMS or task management tool.

1. On the Work Orders page, click New Work Order in the top-right corner.
2. The new work order form opens.

3. Fill in the required fields:
   • Property — type to search for a property and select it from the list
   • Name — a clear, descriptive title for the job
   • Received Date / Finished on — the date the job was received or completed
   • Select a vendor — the vendor responsible for the work
4. Add one or more line items using Add Item. Each line item captures a description, amount, and markup. If your account is connected to Streamline, or if the work order already includes a labor-type line, each item also has a type selector:
   • Part/Cost — captures a description and a flat amount
   • Labor — captures an hourly rate, labor time (hours), and labor time (minutes) instead of a flat amount
5. Optionally add a Description for the overall work order and a Scheduled date.
6. Click Save as Draft to save the work order without syncing it yet, or click the button to create and send it directly to your PMS.

Bulk-creating work orders from transactions, bills, or expenses

If you have multiple transactions, bills, or expenses that each need their own work order, you can create them all at once instead of one by one.

1. Navigate to your transactions, bills, or expenses and select the records you want to convert.
2. Choose the bulk-create work orders action. This opens the bulk-create form.
3. Set a shared Performed On date, Vendor, and Markup that will apply to all rows.
4. Review each row and adjust any individual values as needed, then submit. Topkey creates a work order for each selected record in one action.

How work orders arrive in Topkey automatically

In addition to work orders you create manually, Topkey can receive work orders from two external sources automatically.

From a task management integration (Breezeway)

If your account is connected to Breezeway, Topkey pulls new tasks from Breezeway on a schedule and creates a corresponding work order for each one automatically. The original Breezeway task data is preserved on the work order so you have the full context when reviewing or syncing to your PMS.

From your PMS

If your PMS (such as Track, Streamline, or similar) is configured to push work orders into Topkey, the sync job imports those records automatically and creates matching work orders in your account. Each imported work order is linked back to the originating PMS record so updates stay consistent.

Bulk actions on the Work Orders page

After selecting one or more work orders on the Work Orders page, the following bulk actions are available:

• Send to PMS — push selected work orders to your connected PMS (described above)
• Assign Vendor — assign a vendor to all selected work orders at once
• Create Bills — generate a bill for each selected work order. You can also choose to automatically generate a PDF invoice for each bill at the same time
• Archive — soft-delete selected work orders. Archived work orders are hidden from the default view but can be recovered at any time

Restoring archived work orders

To view and restore archived work orders, apply the Show archived filter on the Work Orders page. Archived work orders appear in the list and can be restored individually.

Exporting your work order list to CSV

To export your current filtered list of work orders, use the export option on the Work Orders page. Topkey processes the export in the background and emails you a download link when the file is ready. The export reflects whatever filters you currently have applied, so narrow the list first if you only need a subset of records.

Frequently Asked Questions

Will re-sending a work order to the PMS create a duplicate? No. Topkey assigns each work order a unique identifier when it is first synced. Re-submitting the same work order will update the existing record in your PMS rather than creating a new one.

Why is a work order not showing the Send to PMS option? Only work orders in Saved status that have not yet been synced are eligible for Send to PMS. Work orders in Draft, Processing, Error, Bill Created, Paid, or Closed status are not eligible. Check the work order's status and, if it is still a draft, save it first before attempting to sync.

Can I sync work orders from Breezeway and manually created work orders in the same batch? You can select both types on the Work Orders page and open the Send to PMS screen together. If your account has different export mode settings for Breezeway tasks versus regular work orders, Topkey will flag any mismatches on the bulk sync screen and allow you to handle them separately.