Owner approval request

Boiler repair waiting for a second bid Owner limit $1,500 per job Record as of Sep 28, 2026 Client-visible

Every repair above the owner limit goes to the trustee as one request: the quote, the bids, the limit that applies and how long the decision has taken. This request covers the Selwyn Court boiler repair, the oldest open approval at 9 days. Prepared by Luis Navarro, property manager at Moorcroft Property Management, for Lydia Calloway, trustee of the Calloway Family Trust.

Sample template: the firm, people, clients and figures are fictional, and the embedded view holds synthetic sample records.

The rules that decide the route

The trust sets two thresholds. A job above $1,500 needs the owner's approval before work is booked. A job above $5,000 also needs a second bid, so the owner can compare before deciding. Moorcroft aims to put a complete request in front of Lydia and to record the decision within two days.

flowchart TD
    A[Quote received from a vendor] --> B{Above 1,500 USD?}
    B -- No --> C[Property manager books the job and reports it]
    B -- Yes --> D{Above 5,000 USD?}
    D -- No --> E[Send the one quote to the owner]
    D -- Yes --> F{Second bid in hand?}
    F -- Yes --> G[Send both bids to the owner]
    F -- No --> H[Request the second bid and make safe if urgent]
    H --> F
    E --> I[Owner decides and the decision date is recorded]
    G --> I

How long September decisions took

Seven repairs above the $1,500 limit at the three Calloway buildings needed Lydia's approval in September. The chart groups them by days from request to decision: 1 on the same day, 3 within 1 to 2 days, 1 in 3 to 5 days and 2 in over 5 days.

Live example from the Dashboards app, shown with the Calloway Family Trust's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.

Four of the seven were decided within two days: Drain camera survey (same day), Apartment turnover flooring (1 day), Elevator door sensor (1 day) and Water heater replacement (2 days). Three waited longer. The two slowest are the Selwyn Court boiler repair and the Ashdown Lofts roof membrane repair.

The tile below counts the requests decided within two days. It is the measure Moorcroft reports to the trust each month.

Live example from the Dashboards app, shown with the Calloway Family Trust's demo data.

Every approval in the operating record

The view lists the owner approval requests with the vendor, the quote, the number of bids, the approver, the days to decision and the next step. Read the Status column first: Waiting for bid and Waiting for owner mean the decision is still open. It shows 13 requests: 7 for the Calloway Family Trust, 3 for Esposito Holdings and 3 for Ashworth Residential Partners. Only the Calloway rows belong to this request.

Why the boiler request cannot be approved yet

The other two Calloway requests above $5,000 had both bids in hand when they went to Lydia.

When the second bid arrives, Lydia has four ways to decide. Whichever she picks, the decision date goes into the record, so the days to decision stay accurate.

I would rather wait for the second bid than sign a $7,800 repair on one number. Keep the building safe in the meantime and bring me both bids before October 15.

Next steps