What Is Work Order Management Software?

Work order management software is a solution that allows facilities managers to effectively track and manage all work order information through a single dashboard. This includes creating work orders, updating requests, and tracking work completion across multiple-facility enterprises.

Work order management software for repair and preventive maintenance makes it easy for location managers and centralized facilities management to place service requests, monitor real-time status updates, and leave feedback on work performed. A well-designed work order management system is intuitive and comprehensive, and makes it simple to create work orders, update requests, and track completion all through a single dashboard.

Instead of employees manually generating work order requests, work order management software can automatically create and submit the forms needed.

How Work Order Management Software Helps Facilities Management

An experienced facility manager will tell you an effective work order program is essential. Hundreds of repair and maintenance requests can funnel through a facilities management department in a single day. It’s everything from replacing hard-to-reach lighting to repairing broken equipment to removing snow from the parking lot. Efficient fulfillment of work orders is what keeps your locations and your brand uptime maximized.

But work orders can be time-consuming and riddled with errors. (Let’s start with getting location and contact information correct!) And then there is clearly and accurately explaining the repair or maintenance issue that needs to be addressed.

By automating the work order system and accessing data already in your facilities management system, your organization can save time not only in inputting the work order, but also getting it fulfilled.

Work order management software should help your facility management:

  • Find – Select the right contractor for the assignment.
  • Manage – Receive the services you need, when you need them.
  • Pay – Enables efficient and automated payments.
  • Analyze – Provides advanced data and analytics.

Why reinvent the wheel every time preventive maintenance needs to be done? With work order management software, your facility management team inputs the task parameters including frequency, locations, site or equipment specs, and the assigned commercial contractor.

The Benefits of Automated Work Order Scheduling

Work order management software helps automate the work order scheduling process. See how this can improve the efficiency and effectiveness of your organization’s facilities management.

Lower Costs

Reduce total maintenance spend.

Automate Reoccurring Tasks

Forecast and set routine preventive maintenance.

Maximize Brand Uptime

Keep locations at their operational and visual best.

Expedite Repairs

Promptly dispatch the right contractor to get repairs done quickly.

Increase Performance

Improve service and contractor performance.

Boost Efficiency

Improve operating and administrative efficiencies by automating your work order program, streamlining work order submission and automating contractor dispatch.

Improve Communications

More easily communicate issues regarding a specific work order, as well as the entire process – dispatch, check-in/check-out, approval, proposals, invoices, and payments.

Extend Equipment and Asset Lifespan

A well-planned and executed preventive maintenance program can prolong the life of equipment and assets while also reducing the cost of upkeep. Repairs are costlier – both in hard dollars and downtime — than preventive maintenance. Being proactive helps keep assets in consistent good working.

Other Benefits of Work Order Management Software

Contractor Status

Contractors participate in the entire work order life cycle and keep you completely apprised on every work order. ServiceChannel also alerts your contractors when they are falling behind on their work.

Sourcing

ServiceChannel’s Contractor Directory has more than 50,000 providers primed to accept work orders from new clients. Our directory helps you find qualified providers any time you open a new location or require a new trade.

Warranty Management

Don’t pay for work that’s already covered by a warranty. ServiceChannel can send warrantied jobs to the proper vendor or review it internally and set the NTE to zero to prevent invoicing.

Invoice Validation

Use our work order program to compare labor hours to the check-in and check-out data from your contractors’ mobile app or IVR. It also compares the invoiced labor rates against your contracted rates.

Paying Providers

Our work order management system allows you to make a batch payment for all approved invoices, thereby saving on administrative costs and speeding payments to contractors.

Dashboards

Get full insight into spend by trade, category, priority, and provider based on your work order history. View trends and identify outliers.

Contractor Performance Monitoring

Our work order software lets you view contractor performance across key metrics. Monitor service quality and promote constructive partnerships.

Contractor-Initiated Work Orders

Save time on repairs. With our work order system contractors can generate work orders while onsite for pre-approved types of work.

Planned Maintenance / Scheduled Maintenance

Schedule work orders, authorize via not-to-exceed (NTE) levels, and verify and validate all preventive and scheduled maintenance events.

Call Center Services

ServiceChannel’s professional 24/7 call center accepts inbound work orders from locations without Internet access, and can follow up on any emergency work order that has not been accepted and reassign it, if required.

Risk Management

Our work order management system ties into our contractor management software making it easy to monitor contractor insurance, certifications, and rates. ServiceChannel prevents contractors from getting work until they complete all requirements and we alert you when requirements are out of date or expired.

Electronic Invoicing

Contractors can invoice electronically through our work order program, eliminating paper invoices and reducing processing costs. Invoices are submitted against the appropriate work order enabling quick comparisons against work performed for more accurate approvals.

Unique Features of ServiceChannel’s Work Order Management Software

Only ServiceChannel’s Work Order Manager features all this:

  • Online and telephone-based service requests
  • GPS onsite check-in/check-out
  • Alert notifications via email or text
  • Customized dashboard with your organization’s own look & feel
  • Mobile access to review work order status

What Else Can Work Order Management Software Do?

Organize Maintenance Contractor Schedules

Work order management systems enable you to effectively organize maintenance contractor schedules. When you have multiple locations all with the same preventive maintenance needs, why make every task a one-off?

Work order software allows you to effectively plan and be proactive across sites. When you reduce the time operating managers need to expend on work orders, when you save contractor time, and when you keep locations operating at 100%, you protect your brand and your bottom line.

Be Better Prepared for When Repairs are Needed

Multi-site facilities managers know every day it’s something new—the work orders for repairs keep flowing in. Resolving issues and getting repairs done quickly is what maximizing brand uptime is all about. And all eyes are on YOU. With work order management software, you have the information and the processes already in place for fast resolution.

A work order management system should also benefit your contractors, including providing access on all key reports such as open and in-progress work orders, work orders pending a proposal, and work orders pending invoicing.

Work Order Management Software FAQs

How Does Work Order Management Software Improve Program Efficiencies?

With modern work order management software you can rest easy knowing that you will receive real-time alerts 24x7, notifying you of new service requests, work order status changes, due dates and more.

By accessing data already in your facilities management system and automating the work order process, your organization saves time not only in submitting a work order, but in getting it resolved. Your FM team is able to easily monitor real-time status updates, place service requests, and leave feedback for work performed. There's less manual interaction needed and issues get resolved faster and more efficiently.

Why Is Mobile Work Order Management Software Important?

Mobile work order management software enables FMs, location managers and in-house technicians to dispatch, manage and track work orders from anywhere, at anytime. Correspondingly, work order mobile platforms can enable third party service providers and contractors to receive work orders and respond promptly, while instantly connecting and communicating with their customers.

With a mobile-enabled work order software solution, FMs and on-site staff are able to create new work orders and track status and completion remotely via mobile devices. Mobile apps also make it easy for dispatched technicians to check in and out of locations they're servicing, and update work order details from their phone.

How Does Work Order Management Support Contactors?

To successfully integrate work order management software, contractors must be fully engaged in the process. For that reason, FM teams need to focus on training and onboarding contractors so they can take full advantage of the benefits work order management software has to offer.

Integrated work order management software can benefit contractors in the following ways:

  • Increased Accuracy: Reduce errors from unnecessary data entries
  • Enhance Efficiency: Save time by eliminating wasteful effort duplicating entries and respond quicker to updated information
  • Gain Access: Make your business visible to potential customers by demonstrating proficiency with leading work order software platforms

Ultimately, work order management software supports both contractors and suppliers, as it reduces double entry of data, eliminating human error and enables both to view status updates in real-time.

Can Work Order Management Software Do Anything Else?

Properly managing your work order process is likely your main objective, but you should be asking if there is anything else the software can do for your business. Comprehensive work order systems:

  • Integrate with already existing accounting software (from QuickBooks to ERP systems)
  • Provide extensive reporting, analytics and business intelligence to turn FM program data into actionable intelligence and recommendations
  • Enable objective contractor performance measurement to identify issues with your service providers
  • Track invoices and make payments efficiently and more cost-effectively that existing processes

Just remember: A solution that can provide more functions and features is better equipped to all you to grow into the system and ultimately gain more value from your purchase.

What Kind of Support Is Needed?

Different companies offer different levels of support services and each deployment has its own particular requirements. However, most users of work order management systems can maximize the benefit from the software by ensuring they have access to:

  • Application Support via email, live chat, and phone
  • Comprehensive Knowledge Base
  • Implementation Services
  • Dedicated Customer Success and Account Managers
  • Call Center
  • Contractor & Service Provider Onboarding
  • Consulting Services
  • Resident Facility Manager

Additional Resources:

If you are interested in learning more about Work Order Management software, have a look at these other resources: