Solution

Built around how the work actually runs

Technical property management is a chain of handovers: the owner commissions, the facility manager coordinates, the contractor performs, reception lets them in, and somebody has to check the invoice at the end. Arcordo models that chain instead of a folder structure.

The work order is the case file

Maintenance, statutory inspection, repair, defect, emergency, construction work or procurement — all of it is one work order with a type. It carries the property, the asset, the participants, the appointments, the checklists, the documents, the costs and the invoice. Anything found along the way becomes a sub work order rather than a note somebody forgets.

Deadlines that look after themselves

A cycle is a rule: heating maintenance yearly, lift inspection every two years, fire alarm quarterly. The system opens the work order once the lead time starts, attaches the right checklist, and rolls the next date forward the moment the job is closed. Missing a statutory inspection stops being a question of who remembered.

Everyone in the chain, with the right view

Owners see their properties and the invoices released to them. Lessees see only what has been shared. Reception sees who is expected today. Caretakers see their tasks and checklists. Managers see everything on the properties they look after. Contractors and contacts do not need an account at all — they exist in the address book either way.

Invoices checked, not just filed

Invoices arrive by upload, scan or e-mail — and an e-mail carrying a work order reference is matched to it automatically. The review screen puts the document next to the recognised data, every line can be accepted, corrected or disputed, and the whole review is kept as a history. Cash discount deadlines are flagged before they lapse.

Documentation that survives an audit

Checklists, protocols and photographs are filed against the property and the work order. Invoices, contracts and inspection reports are held for the statutory retention period — a deletion request does not override that.