Maintenance Request Handling Workflow

Streamline facility maintenance requests from submission to payment completion

Objective

Efficiently manage maintenance requests through contractor selection, work completion, and payment processing

Participants (5 roles)

requestor: Requestor
facilityManager: Facility Manager
approvalManager: Approval Manager
financeTeam: Finance Team
contractor: Contractor

Input

Maintenance request with specific facility or equipment issues

Output

Completed maintenance work with payment processed

Process Flow

100%
flowchart LR
    node0["Submit Request"]
    node1["Get Contractor Quotes"]
    node2["Approve Quote"]
    node3["Work In Progress"]
    node4["Get Invoice"]
    node5["Make Payment"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4
    node4 --> node5

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

3-7 days

Avg. Completion Time

50-100 requests

monthlyVolume

$500-$5,000

averageRequestValue

85%

firstTimeFixRate

Stages Overview

100%
PROPERTIES
STAGE 1
Submit Request
STAGE 2
Get Contractor Quotes
STAGE 3
Approve Quote
STAGE 4
Work In Progress
STAGE 5
Get Invoice
STAGE 6
Make Payment
Stage Owners
Requestor
Facility Manager
Approval Manager
Contractor
Contractor
Finance Team
Stage Workers
Facility Manager
-
Facility Manager
Facility Manager
Facility Manager
Facility Manager
Duration
30 minutes
1-2 days
4 hours
1-3 days
1 day
1-2 days
Output Fields
• Issue Type*
• Priority Level*
• Issue Description*
• List of Contractor Names*
• Quotes*
• Recommended Contractor*
• Approved Contractor Name*
• Approved Amount*
• Approval Status*
• Working Schedule*
• Photos of Completion*
• Work Status*
• Invoice*
• Invoice Amount*
• Work Completion Verified*
• Payment Amount*
• Payment Receipt*
• Payment Method*
To-dos
• Submit maintenance request with issue details
• Attach photos and location information
• Contact qualified contractors for quotes
• Compile and compare received quotes
• Review contractor quotes and recommendations
• Approve selected contractor and budget
• Schedule and perform maintenance work
• Document work progress with photos
• Prepare invoice for completed work
• Submit invoice for review and approval
• Process payment to contractor
• Confirm payment completion

Automation Rules

Automation 1: Field Value Alert

If Priority Level equals, Then send notification to Facility Manager with message: "Emergency maintenance request submitted - immediate action required"

high

Automation 2: Custom Automation

If stage_overdue, Then escalate to Approval Manager with message: "Maintenance work delayed - please investigate"

Workflow Summary

Total Stages

6

Total To-dos

12

Output Fields

18

Automations

2