Why exterior work is different
Most trades in a work-order platform fix something once. Landscaping happens every week. Snow happens when the weather says so. Both usually happen when nobody at the site is there to sign for the work. The setup has to account for that.
Decide how recurring visits appear
There are two common ways to run landscaping:
- A work order for every visit. Each visit has its own check-in, photos and completion. More work orders, and proof for every one.
- One work order a month. Less to manage. You see that the month was done, not each visit.
Either works. Pick one, write it into the scope and hold every provider to it.
Decide how a storm appears
For snow, one work order per site per storm keeps the record readable. Every plow pass and de-icing application is logged on it, with times. A new work order for every visit in a long storm buries the history.
Set the rules once
- Check-in. Require a check-in at the site, either by GPS from the crew’s phone or by calling the phone line from the store’s phone. Tell providers which one you require.
- Photos. Require before-and-after photos attached to the work order.
- Not-to-exceed. Set an amount for each type of work, and require a proposal for anything over it.
- Deadlines. Set response and finish times by priority, so a limb blocking the drive-thru isn’t handled like a mulch request.
- Locations. Keep addresses and store numbers current. Providers match work orders to sites by them.
Confirm finished work promptly
When a provider marks a work order completed, it waits for you to confirm. In most setups the invoice can’t be submitted until you do. Slow confirmations mean late invoices and surprises at month end. Photos on the work order make confirming quick.
Five questions to ask a provider
1. Do your crews check in from the site?
Or does someone in an office update the work order later? Only the first is proof.
2. How soon does a finished job show completed?
Minutes, or whenever someone gets to it.
3. Where do the photos live?
On the work order, or in the provider’s own system where your team can’t see them.
4. Is there one invoice for each work order?
With your work order number on it, so nothing has to be matched by hand.
5. Who watches for new work orders?
Ask how fast they’re accepted, nights and weekends included.
Works where you already work.
Thistle is a provider on ServiceChannel, and ThistleOS is connected to it.
- Work orders from ServiceChannel come straight into ThistleOS.
- Acceptance, check-ins, completion, photos and invoices go straight back.
- When the proof is clean, the job shows completed in ServiceChannel about a minute after the crew finishes.
- One invoice for each work order, with your work order number on it.
- Fexa and Corrigo work the same way.
ServiceChannel, Fexa and Corrigo are trademarks of their owners. Thistle is an independent service provider.