Sending a work order to a vendor

Some work goes to outside vendors — a contractor, a service company, a specialist. Maintenance Ops lets you send a work order to a vendor by email and keeps a record of that correspondence attached to the work order.

Sending the email

From a work order’s detail view, you can send its details to a vendor. Choose the vendor, and the work order information is packaged into an email and sent. You stay in the loop automatically — a copy comes back to you, so you have confirmation of exactly what was sent and when.

Keeping the record

Every email sent from a work order is logged and tied to that work order. This means the correspondence isn’t scattered across personal inboxes — it lives with the work itself. Later, when you need to know what was communicated to a vendor and when, it’s right there on the record.

Why this matters

Vendor communication is often where accountability breaks down — a phone call no one wrote down, an email in someone’s personal inbox. By sending vendor correspondence through the work order and logging it, Maintenance Ops keeps that trail intact. The work order becomes the single source of truth for the whole job, including what you asked the vendor to do.

Vendors and manufacturers

Vendors are the outside companies you send work to. They’re managed on the Vendors page, where your administrator sets up contacts and details. If a vendor isn’t showing up when you go to send, an administrator may need to add them first.