Gate, support and the tenant portal3 min read

Contractors on a ticket: assigning outside trades and tracking cost

The plumber does not need an account in your platform. He needs the unit, the photo and a link that lets him say 'done, ₱2,850'. That is what a contractor gets — and you get the cost where it belongs.

By the end of this pageYou will know how to keep a contractor list, assign a ticket, what the contractor sees through the link, and how their costs and performance are tracked.

On this page

The contractor list Assigning What the link does Cost and billing The Gate

A contractor on a ticketAnimated

The contractor list

People › Contractors: name or company, trade, mobile, optional email and rates. Not staff — no role, no login, no employment record. Mark preferred ones per trade so they come first when assigning.

Assigning

On a ticket, Assign › Contractor, pick one, optionally a date window. A WhatsApp (or email) goes out with the unit, the description, the photo and a link. If you would rather call them, the link can be copied and sent by hand.

What the link does

Opens that ticket only — no sign-in, no other tickets, no tenant details beyond the unit and a contact number if you allow it. Buttons: On my way, Started, Part needed, Done. Done asks for the cost (labour and parts) and a photo. The link stops working when the ticket closes. Everything they press is logged as them.

Cost and billing

The cost on Done becomes the ticket's cost. Close the ticket and the cost is an expense against the unit, with the contractor as supplier and their photo as the receipt. If the tenant is liable, bill it or hold it against the deposit from the same close screen. Paying the contractor is recorded from the expense, like any other.

The Gate

An assigned contractor with a date is an expected arrival on the guard's phone. Logging them in is one tap and links the visit to the ticket, so the unit's history shows who came and when.

The contractor report — jobs, time to done, average cost, reopen rate, per trade and per contractor — is in Support › Reports. Three reopens in a quarter is a different plumber next time, and the report says so before the tenant does.