Vendor and subcontractor coordination involves assigning work, requesting insurance documents, sending project briefs, tracking progress, and reconciling invoices. Manual coordination across email, spreadsheets, and phone calls creates delays, lost contact information, and invoice discrepancies.
Automation retrieves vendor details automatically, sends customized project briefs, tracks compliance documents with escalations, and reconciles invoices against work orders in real time. the team focuses on approvals and exceptions instead of data entry and follow-ups.
The full workflow, from trigger to completion.
A new vendor or subcontractor is assigned to a work order or.
The automation retrieves the vendor's contact details, insurance status, and rate card from the centralised vendor database.
A templated project brief is automatically composed with scope, dates, site access, and compliance requirements, then sent.
An automated email is sent requesting proof of insurance, liability, and workers compensation, with a deadline and reminder schedule.
The automation checks for missing or expired insurance documents and sends escalation alerts to the facilities manager if deadlines are missed.
When an invoice arrives, the automation extracts line items, matches them to the work order, and flags discrepancies for manual review.
Once the project is marked complete and payment is processed, the automation sends a summary notification and archives all records.
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