Work Orders

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.

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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 Multiple quotes live on the work order, with one accepted at a time; a superseded quote stays in the history.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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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.