Only here — read this article to learn everything you need to know about the Infraspeak Network™ — our collaborative, shared maintenance workplace.

TABLE OF CONTENTS

• 1. Sharing a quote request
• 2. Sharing Quotes
• 3. Buy & Sell
• 4. Sharing work orders

1. Sharing a quote request

1.    A problem is detected in one of the air-con units in one of Marina Maintenance’s buildings.

2.    The facility manager at Marina needs to quickly find a specialist company to fix the problem before it gets worse.

3.    They enter Infraspeak, clicking on the Quote Request app in the Purchases app, and create a new quote request with all relevant information — this includes material lists; required services and the respective quantities of each that are needed in order to fix the AC unit.

4.    After creating the quote request, the manager is ready to choose which suppliers he wants to send it to:

HVAC Rocky — Marina’s regular supplier who they already work with. They receive the quote request on their simplified Infraspeak account.

Clean Air’ Us — A new supplier they found on the Infraspeak Network™. The manager at Clean Air’ Us accepts the connection request.

FairAirCare — Another supplier they’ve worked with in the past. They receive the quote request on their Infraspeak platform.

2. Sharing Quotes

5.    After they all receive the quote request and analyse what needs to be done, HVAC Rocky and Clean Air’ Us respond and say click ‘Approve Quote Request’ and proceed with a quote.

FairAirCare doesn’t have any free technicians and so can’t proceed. They click ‘Decline Quote Request’ and provide a quick written explanation for the FM at Marina.

6.    HVAC Rocky and Clean Air’ Us each prepare a response to the quote request, filling in the details of their quote.

7.    HVAC Rocky sends a few messages to Marina Maintenance explaining what the added “travel costs” line in the quote means.

8.    Both quotes are shared with the FM at Marina Maintenance.

9.    After cross-checking both proposals, the FM decides to Accept Clean Air’ Us’ quote. When he clicks this button, HVAC Rocky’s quote is automatically refused, and Mr. Rocky is informed his quote was turned down.

3. Buy & Sell

9.    The FM turns the accepted quote into a purchase. From here, his colleague, Sarah, takes over and orchestrates managing the quote internally from the ERP system their company uses, which happens to be integrated with Infraspeak!

10.    When Clean Air’ Us sees their quote was approved, they turn it into a sale. An invoice is automatically sent to Marina Maintenance thanks to their invoicing software integration with Infraspeak.

4. Sharing work orders

11.    With all the commercial terms of the maintenance job agreed, Marina Maintenance can now share the work order relating to the AC unit failure. This includes the location, the priority and the work order area, type and description. The relevant assets and tasks are also shared by Marina.

12.    Clean Air’ Us receives the work order, analyses all the information and clicks “Approve”. This status update is reflected on the Marina FM’s Infraspeak account.

13.    Clean Air’ Us executes all tasks and when finished, clicks “Close” on the work order to inform Marina’s FM that the maintenance work is finished.

14.    After checking everything is okay, the FM at Marina Maintenance sends a message to Clean Air’ Us thanking them for their hard work and confirming that they’re happy with the work. The FM then clicks “Confirm” to conclude the work order.