Sees only their own work
The jobs you assign them and nothing else. Not your other clients, not your prices, not the rest of your operation.
Subcontractor app
Someone else does the work. The record stays with you
When part of the maintenance is carried out by an outside company, the usual outcome is that their report lives in their system and you get a PDF. That PDF is not a record: it is a document someone will have to dig up in two years.
Who it is for
For any operation where part of the work is carried out by a third party: maintainers who subcontract specialties, chains working with regional suppliers, municipalities with awarded contractors, and asset owners with an operation and maintenance contract. It also works the other way round: if you are the subcontractor, this is the portal you use to work for your client.
What it costs to work with suppliers outside the system
None of this is the supplier's fault. It's a consequence of where the data lives.
- Work is requested by email and no one knows if it's been accepted until they call.
- The report arrives as a PDF, in each supplier's own format, and someone has to retype it.
- No one knows which technician went or whether they were qualified for that job.
- Billing is based on whatever the delivery note says, with no way to check it against what was planned.
- And when you change supplier, the history of those assets goes with them.
How it works
A scoped access of their own, with a two-way circuit.
Receives the full work order
With the asset, its history, technical documentation and the checks they need to run. Not an email with an address.
Assigns their own technician
The supplier states who is going, and you know before they arrive. Who carried out the work is on record.
Hands back what was done
Hours, materials, photos and checks inside your system, in the same format as the rest of your reports.
Quotes what falls outside scope
Anything beyond the agreed scope is quoted before it is carried out, with their approval on record.
Their documentation, up to date
Insurance, certificates and qualifications kept under the supplier, with expiry dates and alerts.
Three ways to get the work back
From most to least effort on their side. Pick the one your supplier is willing to take on.
With their own login, inside the system
The supplier logs in with their own credentials, sees their jobs, assigns their technician and records what was done. It is the complete option and the one that returns the most information.
With a public link, no sign-up
You send a link to the specific work order and they fill it in without creating an account or remembering a password. It can be opened in read or write mode, password-protected, given an expiry date, and revoked whenever you want.
Keep sending their PDF by email
The document is read automatically and proposed as a work order with its supplier, asset, hours and materials already extracted. Someone reviews and confirms it. The supplier changes nothing about how they work today.
The supplier who doesn't want to learn another system
It's a real objection and worth taking seriously: a small company doing three jobs a month for you is not going to adopt your tool, and pushing them just means the report arrives even later. That's why there are three levels, not one. The public link solves the middle case — they fill in the order from their phone, no account or password — and automatic document reading solves the extreme case: if they're going to keep sending you a PDF no matter what you say, at least let that PDF go straight into the system instead of someone typing it in. In all three cases the outcome is the same, and it's the only thing that matters: the record ends up in your history.
Shall we look at it with your way of working?
Leave your details and we will get in touch to see whether we fit. No commitment, no lock-in period.
How reading reports by email works
The document that arrives is processed to extract its text, and from that a work order is proposed with the supplier, the asset, hours per technician and the materials identified. Two things are worth being precise about. First, it proposes, it doesn't decide: the order comes in flagged for review and a person approves, corrects or rejects it, and there is an action to undo it. Unreviewed automatic behavior is off by default, and turning it on is a conscious decision for each installation. Second, text extraction happens on our own infrastructure and the document is not stored at that step. What you can reasonably expect is what's normal for this kind of reading: with well-structured reports it gets it right almost every time, and with a crooked handwritten note, less so.
A two-way circuit, not a mailbox
The difference from read-only access is that the supplier can move the job forward, and their action updates the state in your system. When they assign a technician, when they finish, when they pause because they are missing material, when they cancel, when they request validation of the work or when they ask for payment: each of those actions has its own state and is recorded with a date. That turns the relationship with the subcontractor into something you can follow without picking up the phone, and answers the question asked most often in any operation with outside suppliers, which is simply: where does this stand.
You decide what they see and what they can touch
States are flagged separately as visible for management, for the client and for the supplier, so you can keep an internal circuit with all the detail you need and show the supplier a scoped-down version. You can also block a specific state from being moved by them. That control is what lets you open the system to third parties without exposing too much: the supplier works inside it, with their own work in front of them, but you keep control of the circuit.
Why this matters the day you change supplier
This is the underlying argument, and it's worth saying plainly. If every job is recorded in the system of whoever carried it out, you depend on them to know what you have and what it cost you, and the day the contract changes hands you start from zero: no one will know what was checked last year, which equipment gave trouble, or where the certificates are. When the supplier works inside your system, changing supplier becomes what it should be — a change of supplier — instead of an amnesty for your history. And the incoming company starts out already knowing what's there, which suits them too.
Frequently asked questions
What exactly does a subcontractor see?
Only the jobs you assign them, with the asset, documentation and checks. They do not see your other clients, your prices, or the rest of your operation.
Can they change the state of the work order?
They can move the job through whatever circuit you define: assign their technician, finish, pause, cancel, request validation or request payment. Every action is recorded, and you can block them from touching states you choose.
Do I need to install anything or set them up one by one?
The supplier logs in through their own web access with their own credentials. Their technicians are set up under the supplier, so it's on record who worked on each job.
Does it cost more to open access to my suppliers?
No. Licenses are unlimited on every plan, so giving your subcontractors access adds no per-user cost.
What if the supplier doesn't want to use another platform?
There are three levels. They can log in with their own account, fill in the order from a public link without signing up, or keep sending you their report as a PDF by email: the document is read automatically and proposed as a work order for someone to review and confirm.
What is the public link?
A link to a specific work order sent to someone without an account. It can be opened in read or write mode, password-protected, given an expiry date, and revoked or reissued with a new URL whenever needed.
Is automatic report reading reliable?
It proposes, it doesn't decide. The order comes in flagged for review and a person approves, corrects or rejects it, with an action to undo it. Unreviewed automatic mode ships turned off.
What if the supplier already has their own system?
That's the usual case and not a problem: they'll use theirs internally and yours to hand back what they did. The goal isn't to make them switch tools, it's for the record of what they did on your premises to end up in your history.
Try it with one of your suppliers
In the demo we set up their access with their jobs and see what would stop arriving as a PDF.