Work orders

A work order is a specific piece of work assigned to a vendor. Most other operational records (issues, maintenance events, tickets) eventually become work orders when they need a contractor to attend.

Anatomy of a work order

Create a work order

1. Open the site and click Work orders → Create work order.
2. Enter the title and scope of works.
3. Pick the service category, priority and deadline.
4. Optionally pin the work to a specific building, unit or space.
5. Save as draft.

A draft work order has no effect until you assign a vendor.

Assign a vendor and invite via ContractorPort

1. Open the work order.
2. Click Invite contractor.
3. PropLink shows vendors matching the service category, with their compliance status, current performance and preferred badge.
4. Pick one or more vendors to invite to quote.
5. Optionally tailor the invitation message.
6. Click Send.

PropLink sends a ContractorPort link to each vendor. They open it, see the brief, submit a quotation, upload certificates. See ContractorPort.

Receiving and approving quotations

When a vendor submits:

1. The work order's status changes to Quoted if no other quotations are in progress, or stays Sent for quote if you are waiting for more.
2. PropLink notifies the inviting manager.
3. The manager reviews each quotation.
4. The manager picks one and clicks Award. The work order moves to Approved.
5. The unsuccessful contractors receive an automated rejection email.

For high-value work, you may have an approval chain that requires a second sign-off. See Approval chains.

Mobilising

Once awarded:

1. The chosen contractor's ContractorPort link refreshes to the awarded view.
2. The contractor confirms the start date.
3. Work begins.

The contractor updates progress on ContractorPort: started, materials ordered, on-site, completed. Each update appears on the work order timeline.

Closing a work order

When the work is done:

1. The contractor uploads completion evidence (photos, certificate).
2. The contractor marks the work order Complete.
3. The work order moves to Pending review.
4. The manager reviews the evidence and the bill.
5. The manager rates the work and clicks Close.
6. The bill flows into the standard creditor invoice workflow.

A closed work order is final. Reopening requires a permission and is logged.

Costs and variances

PropLink tracks three numbers:

• Quotation — what the contractor said before the work.
• Approved — what you authorised.
• Final — what the bill actually is.

If the final cost exceeds the quotation by more than a configurable threshold (default 10%), PropLink flags it as a variance and requires manager confirmation before the bill posts. This stops scope-creep bills from being paid silently.

Bulk work order generation

For repeating work across many sites (annual gas certificates across the portfolio), generate work orders in bulk:

1. Open the maintenance event template.
2. Click Generate work orders.
3. PropLink lists every site the event applies to with its preferred vendor.
4. Adjust if needed.
5. Confirm.

PropLink creates one work order per site, assigns the right vendor and sends invitations. One click rather than fifty.