A work order that only records what, where and how a job was done isn’t much use. It’s just a document. So we made the work order do more: approvals, proof of work and payments all happen inside it.
Who Approved This Spending?
Many MCSTs need a majority vote before spending above a certain amount. Owners contribute to the maintenance fund every month, and they scrutinise how it’s used. Every dollar needs a proper record, or owners will get upset when they find out about misuse.
On Basementgrid, a work order is only issued to the vendor once the required votes are in.
There’s one catch. If no work order is created, the approval step is bypassed, and no software can record spending that never entered the system. That’s why we built payment into the app as well.
How Was It Paid?
We looked at how most organisations actually pay, and built a Billing stage around it. Vendors upload their invoice to the matching work order. From there, you can either:
- pay directly from the app, using a unique PayNow QR code that carries the work order amount and the vendor’s UEN, and scan it in your bank app, or
- download the maintenance ledger, tap the work order link to check the proof of work, then have the accounts team make a batch payment.
Either way, the work order exists and the approvals are logged, so the spending is accounted for. It isn’t a pile of WhatsApp screenshots and emails pieced together by managers after the fact.
To complete the Billing stage, the payer updates the record or the manager marks the work order as paid. That updates the maintenance ledger, which is what you’ll rely on for audits later.
Was the Work Actually Done?
Proof of work is submitted in the app and kept permanently in the cloud, so it’s accessible to everyone involved. It doesn’t sit in one person’s WhatsApp chat or email inbox. Each submission is GPS verified and timestamped, so you can show subsidiary proprietors (SPs) that the work was completed on site within a particular period.
Looking after your estate’s maintenance doesn’t need you at a desk anymore. You can do it from your couch, or on the MRT between everything else on your schedule.
Not sure how your MCST handles this today? Book a demo and we’ll help you work out where the gaps are.
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