Understanding the CapEx app
The CapEx app is used to request and approve expenditures at the hotel including repairs, replacements, and other purchases. Before you can use the CapEx app, you will need to establish a flow for how a CapEx request will progress or escalate. For example, if a chief engineer requests a repair for a refrigerator in a guestroom, the next step may be for a GM to approve that expense. From there, it may escalate to the regional manager, then to corporate management. Each title can approve up to a certain amount until it reaches the final person in the flow.
Setting Up Your CapEx Flow
When setting up your flow, it is helpful to consider the following questions:
1. Who should be able to submit a CapEx request?
2. Is there a certain job title, department, or individual that needs to be involved at any given step?
3. Who should be able to approve an expense? Up to what amount?
The CapEx app is a management company-wide feature. Only the Quore team can set up a company’s CapEx flow by request of corporate users, including the order of escalation for a requested expenditure, what users have the ability to approve certain expenditures, and more. To learn more about setting up your CapEx flow, corporate users can call our support team at (877)-974-9774 or email support@quore.com
Accessing CapEx
To access the CapEx app, log in to Quore on the desktop and select CapEx from the App Switcher in the top-left corner of the header.
Overview Page
This is the first page you will see when opening the CapEx app. This page provides a quick overview of your capitol requests, including budgeted and emergency request actuals, waiting and pending requests, approved requests, future requests, revisions needed, requests waiting to be started, and requests currently in progress.
Note: You can only view requests that are part of your flow, including requests you submitted and requests assigned to you.
Pending Page
The Pending area of the CapEx app shows requests that require your action, as well as all requests. Use the Filter Requests option to filter by request category, type, posted date, budgeted dates, and execution dates.
Approved Page
Once a request has been approved, it moves to the Approved area of the CapEx app. This page is divided into three sections: Approved, Work In-Progress, and Completed-Pending.
- The request starts in the Approved section.
- When the approved request is marked In-Progress, it is moved to the Work In-Progress section.
- Once the request is marked Completed, it moves to the Completed-Pending section.
- From the Completed-Pending section, the final step is to mark the request as Paid. After it is marked as Paid, the request is moved to Closed area of the CapEx app.
Note: If you wish to download an Excel report for any of the three categories, click Download to the right of each title of each section.
Closed Page
The Closed area of the CapEx app shows requests that have been marked as Paid, Cancelled, or Rejected. Use the arrows at the top of the Status column to sort the list, or use the Filter Requests button to narrow your results.
Note: A CapEx request will not move to Closed until it is marked Paid.
Click here to learn more about tracking CapEx records.
Binder Page
The Binder is used to help with future budget planning. It is an exportable document that bundles future requests together for easy assessment. From the Binder page, choose a year, status, inflation rate, format, and orientation to view multiple requests in a downloadable document
Forecast Page
Forecast settings are determined by corporate users including which assets need to be tracked, useful life expectancy and replacement cost. Management can use the Forecast page to generate a CapEx forecast. This will create a downloadable document outlining projected costs based on the inflation rate and date range you select.
+ New
Click + New to add a new CapEx request. Click here to learn more about this process.
