EVERYTHING AFTER THE TICKET
Work order coordination, run by AI agents.
Your work order states don't change. What changes is who does the work between them.
Agents run the 30–40 minutes of chasing between those states — your CMMS stays the system of record.
Book a demo01 · AFTER THE TICKET
Every status update is somebody's manual work.
Five tidy statuses in your work order management software — produced by hand, from inboxes, calls and spreadsheets.
See a Demoof coordination per job
The chasing between statuses — inboxes, calls, portals.
from quote to purchase order
Finance re-keys the quote; the PO travels back by email.
to vet one contractor
Insurance, licence, history — checked across systems, every job.
is when breaches surface
A drifting SLA shows up in next month's report.
THE COORDINATOR
Chasing is the job.
Every status is an email, a call and a spreadsheet row — stitched by hand, job after job.
THE OPERATIONS MANAGER
Allocation by stand-up.
Jobs wait for the daily meeting — quick wins get picked, complex work sits.
THE DIRECTOR OF OPERATIONS
Reports nobody can trust.
Every decision lands on data that's stale, incomplete and unverifiable — so it waits, or it's a guess.
THE CONTRACTS ADMINISTRATOR
Compliance found at audit.
Insurance, licences, RAMS — gaps surface months after the job they belonged to.
02 · AROUND THE JOB
And everyone around the job is working blind.
Requesters wait, engineers drown in forms, contractors juggle portals — and clients hear about it monthly.
Speak to an Agent
Asset owner or service provider — the lifecycle is identical; only who's on each end of the phone changes.
03 · WHY IT SLIPS
It's not a people problem. The work between statuses has no system.
Watch how one thin work order compounds into a record nobody can trust.
See a DemoA work order arrives thin
"Leak in the kitchen." No asset, no photos, no history — the person raising it isn't a facilities expert, and a form can't ask follow-up questions.
So triage runs on tribal knowledge
Someone who knows the building extrapolates the likely fault, the right trade and the parts — from memory. Skilled work, but it's guesswork, and it decides everything downstream.
The visit inherits the guess
Wrong trade or missing part means a second visit, a callout fee and a burned SLA window instead of a first-time fix.
The record never catches up
Engineers text instead of filling forms; contractors don't touch portals. Hours, parts and reports get logged late, from memory, or never.
So nothing is caught in time
Breaches surface in the monthly report. Audit gaps surface at the audit. And the work order management system you bought can't be trusted for the next decision.
04 · THE COORDINATION WORKFLOW
From work order created to closed, handled as it happens.
Every open loop — an acknowledgement, a part, a report, an approval — has an owner that never forgets.
That was two weeks of coordination, run without your team touching it.
Book a demo05 · CONTRACTOR MANAGEMENT, WITHOUT THE PORTAL
Five tools and a portal nobody uses. Or one agent.
Most contractor management software is silos — insurance here, licences there, RAMS somewhere else. Agents run the whole relationship on channels contractors actually answer — checked, chased, on the clock.
ONE AGENT, THEIR CHANNELSThat's the difference between a contractor management system and a workforce.
Speak to an AgentAGENT · CONTRACTOR OPS — WO-4521
06 · INVOICE MATCHING & VALIDATION
Every line, proven.
Each invoice line is checked against the check-in stamps, the quote, and the PO — including uplifts captured on site. Mismatches are queried with the evidence attached. One pass of invoice reconciliation, run on every job.
See a Demo07 · BEFORE THE BREACH
An SLA breach shouldn't be a monthly-report discovery.
Agents manage SLAs proactively — every work order carries live response and resolution clocks, and agents act on them before a breach of SLA surfaces after the money. The escalation starts while there is still time to protect the customer, the contractor and the margin.
Speak to an AgentSLA WATCH — WO-4521
…response window at 60%, vendor silent — escalating
Escalation started
08 · THE SAME JOB, WITH AGENTS ON IT
Everyone gets their week back.
One agent per work order, working for everybody on it.
Book a demoMulti-site FM provider, live deployment, 2026.
saved per week
Admin hours removed from the weekly coordination load.
SLA compliance
Live jobs managed before response and resolution windows slipped.
more productive admin
~50-60 minutes per work order down to 3-5.
document completeness
Every job audit-ready, every record defensible.
The requester hears back in seconds.
The coordinator keeps only the judgment calls.
The engineer checks out by voice in sixty seconds.
The contractor gets paid without disputes.
The director sees breach risk before the breach.
The client gets live answers, not a monthly PDF.
09 · WHAT IS WORK ORDER COORDINATION
AI work order coordination, explained.
AI work order coordination is maintenance coordination software built on AI agents: everything between “assigned” and “paid”, done as work arrives, written back to the CMMS or CAFM you already run.
Book a demoChases, not reminders
Contractor coordination software that makes the calls itself.
Sits on your work orders software
Any CMMS or CAFM stays the system of record.
Matches money to work
Quotes, uplifts and invoices reconciled line by line.
Collects the evidence
Photos, service reports and sign-offs on every job.
INTEGRATE OR REPLACE, YOU CHOOSE
Integrate with your
existing tech stack,
instantly.
Heyfixit AI connects seamlessly with your CAFM, ERP, and communication stack — automating facilities management workflows with rich, context-aware interactions.
From Planon to ServiceNow, WhatsApp to Teams, Heyfixit agents work where your people already do.
WORK ORDER COORDINATION FAQS
Questions your ops team will ask about coordination.
View all FAQsYes. Managing agents and block managers can use Heyfixit to capture resident issues, apply each building's rules, route work to approved engineers or contractors, chase access and updates, and keep the property management system current. Residents can report through phone, WhatsApp or email instead of learning another portal. In live deployments, this operating model has delivered 40% faster issue resolution.
Heyfixit keeps each client's SLAs, workflows, contractor panels and escalation routes separate while the same agent team handles intake, dispatch, chasing, evidence and CMMS updates across the portfolio. That lets an FM service provider scale contracts without coordinators carrying every rulebook in their heads. One live multi-site FM provider saves 60 staff-hours per week while maintaining 98% SLA compliance.
Yes. Heyfixit can route a work order to an in-house engineer, an outsourced contractor or both, based on the site, trade, availability, approved supplier list and SLA. It then chases acknowledgement, access, progress updates and completion evidence through the same workflow. Your team keeps one coordination process even when the delivery model changes by client or site.
No. Heyfixit works alongside your property management software, CAFM or CMMS. It handles the operational work between status changes, such as intake, triage, dispatch, chasing and evidence collection, then writes the outcome back to the system of record. You keep the platform that owns property, lease and financial data while Heyfixit does the coordination around it.
