Contractor management software helps facilities professionals keep track of all contractor and service provider relationships within a single dashboard. It provides support through every stage of the contractor relationship, from digital RFP management to contractor selection, on-site check-in and check-out, performance reporting, invoicing, and payment. Contractor management software streamlines the entire facilities management program by reducing or eliminating human error in record-keeping, improving visibility throughout the invoicing and payment processes, and providing an easy-to-use interface for communication. It consolidates commercial contractor information into a single database and automates processes across national, regional, and local contractors.

The end result? Improved asset management and performance, reduced costs across the FM program, and stronger, healthier relationships between facilities managers and commercial contractors.

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Supplier & Contractor Benefits from Modern FM Technology

What to Look for in a Contractor Management Solution

When selecting contractor management software for your FM team, it’s important to carefully assess your organization’s goals and priorities before making an investment. A robust contractor management solution will include more than just the digital platform: It should also include training and onboarding for all contractors on all aspects of the software and program, including registering and uploading contractor company information (insurance, W9 information, etc.), checking in/checking out using a GPS or IVR system, submitting electronic proposals and invoices, and adhering to all of your organization’s specific procedures.

Training Should Not Be a One-Time-Only Event

Training needs to take place continuously as contractors hire new employees, when new features are added to the software, and to serve as a refresher for those already using the system. Training can take place in person, but most contractor management programs provide value and efficiency in web-based instruction (training webinars) for commercial contractors and facilities management teams. Effective training and onboarding can save time and manpower in getting your service providers integrated with the contractor management system and up to speed.

Why is Contractor Management Software So Important for Facilities Management?

As facilities management becomes increasingly data-driven, it’s critical that contractor sourcing does not rely solely on existing relationships and perceived trust, but also takes into account objective, quantifiable performance metrics. Contractor management solutions enable facilities managers to select contractors with the skills and experience to finish the job to exacting standards – on time and within budget. It also allows FMs to monitor contactor performance, streamlines communications, and serves as a centralized hub through which work order details can be tracked and recorded.

Key Benefits of Contractor Management Software

Centralized Compliance and Credentialing

Gain 100% visibility into contractor insurance, certifications, and licenses to make sure all credentials are current and meet your standards for the required on-site work. Eliminates paper-based inefficiency by having contractors upload key data.

GPS Check-in/Check-out

Validates contractor presence and labor invoicing via real-time updates on service call progress with GPS geolocation and IVR technologies. Eliminates erroneous or false information associated with self-reporting.

Financial Health

Contractor sourcing features allow FMs to select a service provider based on appropriate cost of labor, using historical work order data as a point of reference to gauge pricing of prior maintenance work of similar scope. 

Work Verification

Contractor management software includes the ability to upload photos of assets and work performed for visual verification.

Reports & Alerts

Contractor management software provides real-time access to relevant data across all trades, locations, and contractors, enabling FMs to manage by exception with event-driven alerts.

Electronic Transactions

Contractor management systems include contractor payment software to send and receive invoices, proposals, and payments electronically.

Complete Workflow Support

Contractor management software automates the entire source-to-settle process.

Leading Edge Contractor Management Solutions from ServiceChannel

ServiceChannel’s Contractor Management Solutions are defined by easy, intelligent, and intuitive design that appeals to both facility managers and contractors. We go beyond the basics to provide automated tools that increase productivity, reduce costs, and minimize risk.

ServiceChannel is transforming the way organizations interact with their commercial contractor base. Today, ServiceChannel has helped more than 50,000 facilities professionals and commercial contractors conduct over $15B in business at over 200,000 locations in 63 countries. Our technology leads to an improved and efficient user experience for commercial contractors and their technicians.

Many of the contractors you use may already be on the ServiceChannel contractor management platform and directory. Whether your organization has locations within one geographic zone, across the country, or around the globe, ServiceChannel allows you to manage all contractors through a single, centralized platform.

Unique Features of Our Contractor Management Solutions

  • Compliance – Source contractors faster and reduce paperwork. Contractors upload their credentials once and then update as needed. Track renewal dates and receive alerts on missing data.
  • GPS Check-In/Check-Out App – ServiceChannel’s GPS Check-In App records a technician’s geolocation and coordinates check-in/check-out time within a customer-defined radius of the service location.
  • Mobile Functionality– Our mobile functionality also includes issue-based photo capture, contractor-initiated work orders (the ability to initiate work without having to wait for a formal request), resolution notes, electronic signature, and multi-tech check-in.
  • Billing – Contractor invoicing software saves time and money by consolidating billing and integrating accounting systems directly into the ServiceChannel platform. Expedite data transfer while minimizing errors and paperwork.
  • Cost Analytics – Robust reports and analytics are part of our contractor review systems. View costs, trends, and benchmarks.
  • Training– Our inclusive contractor management program provides professional support and online training via web-based instruction (training webinars) for onboarding and ongoing training.

ServiceChannel Features Contractor Scorecarding

ServiceChannel’s contractor scorecarding feature allows facilities managers to monitor key performance indicators like on-time arrival, first-time completion rate, and work order dispatch confirmation rate. This feature has two iterations, benefiting both FMs and service providers:

  • Contractor Scorecard – Get individual contractor performance reports to measure against KPIs, enforce SLA compliance, and monitor qualitative feedback from locations. Negative feedback beyond a set threshold results in automatic escalation procedures according your established business rules.
  • MyScorecard – Providers can monitor their own contractor ratings against standards with their internal contractor scorecards. They can easily identify where they are excelling, where they need to improve, and how they can be more competitive.