8 Must-Haves in a Subcontractor Work Order Management Platform

Selecting a work order management platform that fits your subcontractor network's needs can feel overwhelming. There are seemingly countless systems offering various custom options and configurations. That can lead to worry you're not focused on getting the most essential functionalities for your business.

Big picture, though, your goal is simple. You want to find a platform that:

Boosts operational productivity
Reduces administrative costs
Provides positive customer experiences,
Is easy to implement and intuitive for both your in-house team and subcontractors, and above all..
Can adapt to your specific business needs.

Accomplishing this goal is as easy as drilling things down to the truly essential features. I've watched many organizations make this decision in my years working with facilities teams, building owners, and subcontractors. In my view, these are the eight critical features that make a work order management platform stand out.

1. Streamlined Subcontractor Management

In any successful subcontractor management system, effective coordination and communication tools are essential. These tools need to give you real-time insights into subcontractor locations, current tasks, and completion timelines. That way, it's easy to monitor progress and address any issues as they arise.

The ideal platform should provide notifications with real-time updates that keep everyone informed. reducing administrative friction and allowing your team to focus on high-value activities. In the MyWork platform, we’ve developed tools specifically designed to support subcontractors and field teams, ensuring a seamless collaboration with your organization and simplifying field reporting.

2. Integration with Other Software Applications

Your work order management platform needs to fit with every tool you're using. That means you want smooth integration with existing systems, from Computerized Maintenance Management System (CMMS) and Enterprise resource planning (ERP) software to accounting and tax tools. This seamless connection enables you to maintain a unified workflow, eliminating the need for double entry or manual data transfer. What's more, streamlining data across platforms and integrations saves time, reduces errors, and supports a more cohesive workflow.

In our case, the MyWork enterprise platform integrates with leading systems like Service Channel, Corrigo, and QuickBooks, among many others. This allows your back-office teams to work in sync without constantly switching between programs or re-entering data.

3. Offline Mobile Application

Today’s field service subcontractors and technicians frequently work in remote areas where network coverage can be unreliable. Your platform’s mobile app should operate just as well offline, allowing users to log work status and details without interruption.

An offline-capable app ensures that team members can continue recording information even when they’re out of range, minimizing data gaps and preventing frustrating delays. User-friendly design and intuitive navigation also reduce the need for extensive training, meaning new team members can get up to speed quickly.

4. Scalability

As your business grows, so should your work order management platform. Scalability is essential to accommodate the volume of work orders, whether you’re managing a handful of local projects or hundreds of sites nationwide.

A scalable system will seamlessly expand to handle increased subcontractor assignments, internal personnel coordination, and data storage needs. Choosing a platform that can grow with your business saves you from needing to migrate to a new system as your operations expand.

5. Invoicing and Payments

Efficient invoicing is crucial for any subcontractor network. A streamlined invoicing process allows subcontractors to submit invoices through a web portal, where back-office teams can quickly review, approve, or reject them, ensuring timely payments and reducing administrative headaches.

Look for a platform with electronic payment integration to further simplify the process, ensuring timely payments that keep subcontractors engaged and motivated. In the case of MyWork, our application reduces field-to-office data collection frustrations and helps prevent bottlenecks in tracking down invoices

6. Reporting and Analytics

Data-driven decision-making is key to optimizing operations. A quality platform should offer robust reporting and analytics capabilities. By providing insights into work order status, subcontractor performance, and operational metrics, you can make informed choices that enhance efficiency and service quality.

Platforms like MyWork Essentials offer customizable reports for clients and internal teams, so you can easily track performance, identify trends, and allocate resources where they’re needed most.

7. Real-Time Updates

Keeping everyone on the same page is easier with real-time updates. This feature allows contractors and subcontractors to view live work order progress, adjust plans on the fly, and respond to changing circumstances immediately.

Real-time updates eliminate unnecessary delays and improve response times, helping you manage projects more effectively and ensuring client satisfaction.

8. Security and Reliability

Security and reliability are paramount in any work order management platform. Look for a solution with a proven track record of uptime, ideally above 99.9%, and robust data protection features.

Our MyWork platform, for example, boasts a consistent 99.98% uptime, backed by redundant data protection and comprehensive data recovery protocols. A secure platform safeguards sensitive information, so you can manage work orders and invoicing with peace of mind.

Discover Your Next Work Order Management Platform

Designed for companies managing subcontractor networks alongside in-house field teams, the MyWork platform offers a tailored approach to streamline operations. Whether you’re a facility management company or a service provider with a significant subcontractor network, MyWork can help reduce administrative costs and accelerate invoicing.

Subcontractor management is where our platform shines. If at least 20% of your work involves subcontractors, our platform can help reduce administrative costs and speed up invoicing.