Infraspeak Network is designed to bridge the gap between Facility Managers and Service Providers. By creating a shared workspace, both parties can collaborate on quotes, purchases and execution in real-time, eliminating manual data entry and communication delays.
To better understand how this ecosystem functions, let’s follow a standard workflow between Marina Maintenance (the client) and Clean Air (the supplier).
The Quote and Purchase Phase
When a fault is detected, such as a failure in a building’s air conditioning unit, the process begins with procurement.
- Quote Request: the manager at Marina Maintenance opens the Purchases app and creates a new Quote Request. This includes the required materials, services and quantities needed for the repair.
- Supplier Selection: the request is sent to connected suppliers on the Network. In this case, Clean Air receives the request, reviews the requirements, and submits their quote.
- Approval: after comparing proposals, Marina Maintenance approves the Quote.
- Transaction: the approved quote is converted into a Purchase on the client side and a Sale on the supplier side. If integrated with an ERP or billing software, these records are synchronized automatically.
Sharing the Work Order
With the commercial terms agreed upon, Marina Maintenance must share the work order so Clean Air can begin the repair.
Note: a work order can only be shared in the Not Started or Paused status.
To manually share this work order:
- Marina Maintenance opens the Work Orders app and double-clicks the relevant order
- The manager clicks Share in the top-right corner
- They select Clean Air from the drop-down
- Marina Maintenance adds context notes, then clicks Share, with the work order being automatically approved
A green icon will now appear on the Work Order within both accounts, meaning that it’s being shared between them both.
Automating the Sharing Process
Marina Maintenance can save time by automating how Work Orders are sent to Clean Air. There are two ways to set this up:
- Client-wide automation: leverage Gear AI to create an automation where specific types of work (e.g., “Corrective Maintenance” for “HVAC” assets) are shared with Clean Air automatically.
Technical Execution and Closure
- Approval: Clean Air receives the work order and clicks Approve. This status update is immediately visible to Marina Maintenance.
- Work and Closure: the technician performs the repair and clicks Close on the work order (Next app).
- Final Confirmation: Marina Maintenance reviews the completed work and clicks Confirm to officially resolve the maintenance cycle.