Provider onboarding, jobs and invoices

Garages, surveyors, tow trucks, clinics and law firms work for you. This guide covers bringing them on, sending them jobs, paying their invoices and measuring how they do.

Onboarding

A new provider starts as Applied. On its screen:

• Credentials: record each licence or certificate and mark it Checked once you have seen it.
• Onboarding checklist: tick what is done: licence, liability insurance, bank account, contract, rate card, site visit.
• Cities or areas served: work orders elsewhere are refused.

Approve provider (needs the providers Approve permission) works once the licence, contract and bank account are ticked and every credential is checked and in date. Only approved providers receive work orders.

Contracts and the price list (rate card) are on their own tabs, as before.

Work orders

Network > Work orders > Send a work order gives a job to an approved provider: a repair, a survey, a tow, an inspection, a medical exam or legal work, with a claim, a place, an estimate and a date it must be done by. The provider is emailed and sees it in the provider portal under Jobs, where they accept or decline (with a reason), book the appointment, start and complete it. You can do the same for them. The Late tab lists jobs past their date. Rate each completed job from 1 to 5.

Provider invoices

Providers send invoices for completed jobs from the portal, or you enter them under Finance > Provider invoices. The same invoice number from the same provider is refused twice. Before approving you see the checks: job completed, within 10% of the estimate, verified bank account. The invoice must be approved by someone other than the person who entered it, then Pay sends it to the provider's verified bank account. When the invoice is for an approved claim, the claim payment is recorded at the same time.

Scorecards

Each provider's screen shows the last twelve months: jobs done, the share done on time, the average time to finish and to accept, the rating, the share declined, what was invoiced, rejected invoices, and invoices against estimates.