ContractorPort

ContractorPort is the place where a contractor invited to a specific work order completes the submission form for that work order. It is not a general self-service portal. Each ContractorPort link is scoped to one work order, time-limited and single-use.

This narrow scope is deliberate. Contractors usually engage with a managing agent for a job at a time. They do not want a long-term account, a dashboard or a back catalogue of work they have done. They want to open a link, submit a quotation, upload their certificates, and get back to the job.

When a contractor uses ContractorPort

What ContractorPort does not do

• No general home page. A contractor cannot land on contractorport.com and browse work. Every URL is a signed token for a specific work order.
• No multi-organisation account. A contractor working for several managing agents on PropLink has a separate link for each work order with each agent.
• No long-term retention. Once a work order is fully closed and any retention period has elapsed, the contractor's access to the link is revoked.
• No financial portal. Bills, payments and statements live with the managing agent. The contractor receives payment by their preferred method (usually BACS) outside ContractorPort.

How a manager uses it

1. Open a work order in the admin app.
2. Click Invite contractor → Send to ContractorPort.
3. Pick the contractor from the vendor directory or add a new one.
4. Optionally tailor the message that goes with the invitation.
5. Click Send. PropLink emails the contractor a signed link.

You can:

• Invite multiple contractors to quote: PropLink sends each their own link.
• Resend a link if the contractor lost the original.
• Revoke a link if the work order changes substantially or the contractor is no longer wanted.

When a contractor submits, the work order's History tab records the submission and the manager is notified.

What the contractor sees

A clean, mobile-friendly page with:

• The work order brief: site name, address, scope of works, deadline, contact for queries.
• Submission form: quotation amount, expected start date, expected duration, optional notes.
• Upload area: drag-and-drop for the quotation document, insurance certificates and any compliance certificates required by the service category.
• Photos area: for posting photos during and after the work.
• Submit button.

The form remembers what has been entered if the contractor closes the link and reopens later. There is no separate save action, the autosave keeps every change.

Authentication

ContractorPort does not require the contractor to set up a password.

• Each link contains a signed token that identifies the contractor and the work order.
• The token is time-limited (typically the work order duration plus a buffer).
• Optionally the manager can enable email OTP confirmation so the contractor enters a six-digit code emailed to them when they first open the link.
• All access is logged in the work order's audit trail.

Required documents

Some service categories require specific documents before a contractor can submit. PropLink enforces this by service category:

• Gas work: Gas Safe registration certificate.
• Electrical work: NICEIC or NAPIT certificate.
• Asbestos work: Licensed Asbestos Operator certificate.
• Roofing: Working at Height insurance addendum.
• Fire risk assessment: Competency declaration plus public liability minimum £5m.

If the required documents are not uploaded, the Submit button is disabled and the page explains what is missing.

After submission

The contractor sees a confirmation screen and an email is sent to the inviting manager. The manager reviews the submission in the admin app and either accepts (awards the work) or rejects (with a reason).

If accepted, the contractor's link refreshes to show the awarded scope. If rejected, the contractor receives an email with the reason and the link is closed.

Coming soon

• Submit your VAT receipt for invoices over £85, currently uploaded manually.
• Two-way messages: chat thread between manager and contractor inside ContractorPort.
• Subcontractor invitations: let a contractor invite a subcontractor who completes their part of the form.