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A work order is a unit of work assigned to a contractor — a repair, a service, a compliance renewal. Proprietas tracks it from raised to paid.

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Where Work Orders Come From

  • Raised by hand for any task
  • Promoted from an issue when a reported problem needs work
  • Raised automatically at the 7-day compliance threshold to renew a lapsing certificate (see Reminders)
  • Raised on cadence by a PPM schedule
Each carries a number (WO-0001), title, priority (low / medium / high / emergency) and status: Open → Scheduled → In progress → On hold → Completed / Cancelled.
The work-order list is a spreadsheet-style data grid — shared with Issues and Assets. Filter, sort and search from a fixed toolbar, save views, and the header stays frozen while the rows scroll. Search and the assistant can open it pre-filtered via Open in grid.

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Competence Gating

When you assign a contractor, Proprietas checks their competence certificates (Gas Safe, NICEIC, SafeContractor, CHAS). If one has expired, the assignment can be blocked until it’s refreshed — so an out-of-ticket contractor never ends up on a gas job. See Contractors.

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Tendering and Quotes

For organisations that need competitive quotes — charity trustees and MATs often do — a work order can require a minimum number of quotes before it’s accepted. Contractors submit quotes; you accept one. Accepting below the quote threshold requires a written override reason, which is recorded. Multiple quotes live on the work order, with one accepted at a time; a superseded quote stays in the history.

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Payments

Log payments against a work order — deposit, milestone, final — each with amount, method, reference and an optional invoice. Payments can be voided without losing the audit history, so the financial trail is always intact.

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Conversation

Every work order carries a threaded conversation between your team and the assigned contractor. Comments appear in the work order’s side peek and detail page on your side, and in the contractor portal on theirs, so “when can you attend?” and the answer live on the job itself instead of in someone’s inbox. New replies arrive in real time.

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Closing the Loop

When work is done, the contractor marks it complete — often through the portal — uploads any certificate or report, and the linked issue or obligation updates. Every status change and comment is logged.

The contractor portal

How contractors do all this without an account.