Vendor/Contractor Portal

The Officetrax® Vendor Portal allows facility managers to create business relationships with their service contractors which enable them to link electronically via the web to a common database of information designed to dispatch work, convey the status of the assigned work and exchange invoice information once the work is complete. With this type of business relationship, the Facility Management group and their service providers are able to communicate and perform the service operations in an efficient and timely manner. Here are some of the key features and benefits of this service.

Features:

• Vendors are able to receive and acknowledge (Accept or Decline) electronically dispatched requests through both their computer and their mobile devices. Vendors must respond within a specified time period or the dispatched call can be automatically redirected to a secondary vendor.
• Vendors can submit invoices electronically, either individually or in batch format, directly into their customer’s Officetrax® service.
• Vendors are assigned a DNE (Do Not Exceed) invoice limit with each dispatched service call. They cannot submit an invoice that exceeds the assigned DNE amount.
• Vendors are able to create and submit an electronic quote (RFP) through the service. All RFPs must be created by the vendor in a standard format and are easily tracked inside the service by the vendor and facility service coordinator. Facility management is able to challenge, approve or request other bids from their pool of service contractors.
• In addition to service instructions, Vendors are also given access to site service history and equipment specifications on each dispatched call.
• Vendors are able to add notes to the request as well as attach any required documents, drawings or photos.

Benefits to this type of connectivity:

• Makes for better informed business decisions based on the utilization of LIVE data.
• Improves the productivity of all participating groups
• Improves the responsiveness of all participating groups resulting in greater customer satisfaction
• There is the potential for costs savings by both facility management and the contractor through better communications and clearer service guidelines
• Greater visibility and accountability for all participants.

 

For more information contact an Officetrax® sales representative:

Email at: Sales@officetrax.com
Call us at 1.877.329.3832