How it works
From the first report to a verified close-out
Seven stages, one coordinator. The site tells us what is wrong; we triage it, get spend approved, brief a vetted contractor, follow attendance and check the evidence before the job is closed and reported.
How it works
When something breaks, one coordinator owns it until it’s verified complete.
Follow every job from report to result — reporting, assignment, tracking and analysis in one place. Step through the seven stages to see who does what and what the system records.
Report — Logged with the detail that matters
The site logs the requirement with location, photographs, urgency and access information. A reference is issued immediately.
Swipe the panel, or use the arrows.
Who does what
Every stage, and what it leaves on the record
What you do, what we do, and what the system records at each step.
| Stage | What happens | Your part | What is recorded |
|---|---|---|---|
| 1Report | Logged with the detail that matters. The site logs the requirement with location, photographs, urgency and access information. A reference is issued immediately. | You tell us what, where and how urgent. | Ticket created with reference and timestamp. |
| 2Triage | Priority set by someone accountable. Priority, safety implications, access restrictions and the next action are assessed against the agreed framework — not by whoever shouts loudest. | We confirm priority, trading impact and trade. | Priority confirmed and route decided. |
| 3Approve | Spend confirmed against agreed limits. Scope, quote and spend are checked against your approval thresholds before anyone is instructed. | You approve quotes above the agreed threshold. | Decision, approver and timestamp recorded. |
| 4Assign | The right contractor, properly briefed. A vetted contractor is selected by trade, region, availability and suitability, and issued a work order with scope, access and evidence conditions. | Nothing — this is ours to run. | Contractor, target date and work-order reference. |
| 5Attend | On site, with the context they need. The contractor attends, resolves or makes safe, and records findings with before and after photographs. | Site provides access as arranged. | Attendance time and findings logged. |
| 6Verify | Closed on evidence, not assurance. Evidence, certificates, costs and completion details are checked before the job is allowed to close. | You can accept or query the closure. | Evidence accepted, job closed, cost reconciled. |
| 7Report | A portfolio view you can act on. Live dashboard plus a monthly portfolio report covering jobs, compliance, spend, repeat faults and recommendations. | You review and set priorities for next month. | Performance measures and recommendations. |
The principles
Four rules every job follows
One accountable coordinator
Every job has a named owner from the moment it is reported until the evidence is checked. Nobody on your side chases a contractor.
Spend inside your limits
Quotes above the threshold you set come to you for approval before anyone is instructed, and the final cost is reconciled against the approved quote.
Evidence before closure
Before and after photographs, reports and certificates are checked against the job before it is closed — not taken on trust.
Everything on the record
Each decision is logged with who made it and when, so the monthly report and the portal show the same history.
What this replaces
One coordination layer instead of six half-jobs.
MAINTSUPP is not another system to keep up to date alongside the ones you already have. It takes over the work those were standing in for.
ReplacesThe maintenance spreadsheet
A live job register every site and contractor writes to, with photographs and costs against each job.
ReplacesA WhatsApp group per store
One intake form, one reference per fault, and one thread that holds the whole history of it.
ReplacesChasing trades yourself
Someone whose job is the chasing: quotes controlled, attendance followed up, close-out evidenced before a job is closed.
ReplacesA part-time facilities hire
A named coordinator for the portfolio — with no salary, no laptop and no gap when they take leave.
ReplacesThe certificate drawer
A register with 90/60/30-day reminders, the provider booked, and remedial work tracked to completion.
ReplacesA CAFM licence per user
A portal included with the coordination fee, with a login for every store that needs one.
Keeping a system you already pay for is fine — several clients keep their own asset database and let Maintsupp write into it. What does not stay is the version of it that only exists in one person’s inbox.
Client portal
Total visibility. Total control.
Authorised users see live jobs, compliance dates, approvals, spend and evidence across their permitted sites — and nothing from anyone else’s portfolio.
- Open jobs by priority and site
- Assignment and attendance status in real time
- Compliance due in 90/60/30 days
- Spend by site and trade
- Contractor performance scores
- Quotes waiting for your approval
Every client gets portfolio visibility — no spreadsheets, no chasing for updates.
Sample data shown. Client data is only visible to authorised users after secure login.
Next step
Want to see how this would run across your sites?
Book a free portfolio review — 30 minutes, no obligation. Or tell us what you need and we will come back to you.