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. automates much of the process: With only a few clicks, a work order can be entered, approved and dispatched to a contractor.

Instead of having employees manually submit work order requests work order management software automates much of the process: With only a few clicks, a work order can be entered, approved and dispatched to a contractor.

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Why is Work Order Management Software So Important?

An experienced facility manager will tell you an organized, efficient work order program is essential to long-term success. Hundreds of repair and maintenance requests can funnel through a facilities management department in a single day: Everything from replacing hard-to-reach lighting to repairing broken equipment to removing snow from the parking lot. Quick, complete fulfillment of work orders is what keeps your locations running smoothly and your customers happy.

All too often, however, work orders are riddled with errors and can take weeks to be addressed. An unassuming typo in work order location or contact information can result in frustrating delays, negatively impacting the customer experience. Delays, inaccuracies, and miscommunications can all become costly if they happen too frequently – and this is often the case when work order tracking is carried out on pen and paper.

What are the Benefits of Work Order Management Software? 

Why reinvent the wheel every time preventive maintenance needs to be done? Work order management software automates the entire work order scheduling process. It will help your team:

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

By automating the work order system – and allowing your work order management platform to access the data and restrictions already available – your business will save time not only in inputting the work order, but also in getting it fulfilled.

Top 10 Benefits of Work Order Management Software

1. Decrease Costs

Reduce total maintenance spend by hiring experienced contractors at the appropriate price point for the job, validating time spent on the repair with GPS location tracking, minimizing overall time-to-completion for each task, and avoiding invoicing errors with electronic payments.  

4. Expedite Repairs

Input work orders quickly using generic terminology – the platform will auto-fill work order trade, category, priority, and NTE amounts based on your predetermined rules. This way, you can promptly dispatch the right contractor and minimize time to resolution.

7. Improve Communications

Reach out to service providers, other facilities managers, and location staff directly within the work order management platform. More easily communicate issues regarding a specific work order, including dispatch, check-in/check-out, approval, proposals, invoices, or payments.

10. Improve Contractor Relationships

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

2. Automate Reoccurring Tasks

Use work order management software to forecast and schedule routine preventive maintenance, avoiding emergency breakdowns and costly asset replacements. Better yet, save time with automated planned maintenance scheduling based on recorded asset requirements.   

5. Increase Performance

Improve service provider and contractor performance by providing photographs, detailed repair history, and other relevant information about the asset directly within the work order management platform.

8. 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. Emergency repairs are costlier – both in hard dollars and downtime – than preventive maintenance.

3. Maximize Brand Uptime

Prevent breakdowns that put day-to-day store operations on hold by tracking and monitoring the status of each work order across locations. This way, stores maintain a consistent image and uphold customer expectations, also known as brand uptime.

6. Boost Efficiency

Improve operating and administrative efficiencies by digitizing your work order management program, streamlining work order submission, and automating contractor dispatch. Eliminate wasted time sorting, prioritizing, and submitting manual invoices for approval.

9. Organize Contractor Schedules

Work order software allows FMs to plan proactively for contractor visits across multiple locations. Avoid duplicate work orders, overlapping visits, and poorly planned scheduling that conflicts with important events or interrupts peak business hours. 

Unique Work Order Management Software Features from ServiceChannel

Simplified Sourcing

ServiceChannel’s Contractor Directory has more than 50,000 service providers listed, along with their specialties, insurance, licenses, experience, service areas, and more. Our directory helps you find qualified providers any time you open a new location or require a new trade.

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.

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 being asssigned work until they complete all requirements and we alert you when requirements are out of date or expired.

Contractor Performance Monitoring

Our work order software lets you view contractor performance across key metrics. Monitor service quality and completion rate and provide constructive feedback in order to promote constructive partnerships.

Warranty Management

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

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.

Mobile Access

Create, edit, or reassign work orders on the go, check up on alerts, and monitor progress using the ServiceChannel Mobile Facility Management App

Customized Dashboards

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

Work Order Management Software FAQs

How Does Work Order Management Software Improve Efficiency?

With sophisticated work order management software, facilities managers can rest easy knowing that they’ll be automatically alerted of any important priorities, new service requests, work order status changes, or emergencies – 24/7. This simplifies work order prioritization and allows FMs to take a preventive, rather than reactive, approach to maintenance.

By accessing the data already stored within the facilities management platform and automating the work order process, your organization gains efficiency not only in the work order submission process, but also in overall time-to-resolution. The FM team can monitor real-time status updates, communicate with service providers, track any outliers, and make sure invoices are paid on time. There's less tedious, manual labor and a greater degree of accuracy – which translates into a better experience for both employees and customers.

Why Is Mobile App Integration Important for Work Order Management Software?

Mobile work order management software enables FMs, location managers and in-house technicians to dispatch, manage and track work orders from anywhere, at any time. In addition, work order mobile apps enable third party service providers and contractors to receive work orders and respond promptly – even while on the road or at a different jobsite. Mobile apps also make it easy for dispatched technicians to check in and out of locations they're servicing using GPS tracking, contact FMs when needed, and update work orders with important information.

How Does Work Order Management Software Support Contactors?

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

  • Increased Accuracy: Reduce or eliminate conflicts around payment and time spent on a repair with GPS check-in/check-out capabilities and automated invoicing
  • Improved Efficiency: Contractors receive a quicker response to proposals, can communicate more easily with FMs and location staff, and have full access to important details about the job or asset
  • Quicker Payments: With electronic payment capabilities, contractors can track invoices and find out when their payment will arrive after every work order. Contractors can also be paid in bulk for multiple jobs completed during a given period of time.

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

To successfully integrate work order management software into the facilities management program, both new and existing 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 everything that work order management software has to offer.