Work Orders

Feature

Prova FM work order board for DACH operations, with jobs in Open, Assigned, In progress and Completed columns

A request becomes a job, gets assigned, approved and closed, with the paper trail behind it.

The work order is the unit of work in Prova. A request becomes a job, the job is assigned to a person or a contractor, it is approved, and it is closed. Each job links to the asset it concerns, to the maintenance routine or inspection that raised it, and to the safety certificate it supports. Costs, labour hours, photos and comments attach to the job itself, and every approval and status change lands on one chronological timeline. Boards then give you kanban views over that work, organisation-wide, per team or scoped to a single region, with columns carrying your own labels while still mapping onto Prova’s canonical statuses. Saved views do the same for registers, where each person keeps their own filter, sort and column layout.

The paper trail is the point. When an inspector asks what you did about a defect found in March, the answer is a single record: what was found, who was assigned, what it cost, what evidence was filed, and when it closed. Teams running this through email can usually produce the request or the invoice, but rarely both. And because head office and a site engineer get different views rather than different systems, both are looking at the same work orders, so there is nothing to reconcile at month end and no critical report living in one person’s spreadsheet.

A single work order: description, status, building, asset, vendor, assignee and labour on one record.

How it works

Work order

Assignment, approval and closure. The unit everything else attaches to.

Chronological history

Every approval, status change and user comment on one clear timeline.

Boards

Kanban views over the same work orders, org-wide, per team or per scope. Views, not silos.

Board columns

Each maps onto one canonical status and carries your own label. Every status keeps a floor column that cannot be removed.

Saved views

Per-register filter, sort and column state. Saved per person, shareable org-wide, one default each.

Labour

Hours logged on the job, valued at the rate in force when they were logged, never re-priced afterwards.

In practice

A call comes in from Berlin Nord: water is pooling under an air handling unit on level 3.

08:40The call is logged as a work order, against the building, the unit (level 3 plant room) and the asset (AHU-03).
It is assigned to a maintenance technician. On the board it moves from the column the team calls Raised into the one they call Assigned; underneath, the canonical status changes with it.
10:15The technician attends, photographs the leak, and attaches the photographs to the job rather than emailing them.
A quote from the HVAC contractor is attached as a cost line. It is above the site manager’s spending limit, so an approval climbs the reporting line automatically.
14:20Approved. The work is carried out. The technician logs 3.5 hours of labour, valued at the rate in force that day, and photographs the completed repair.
The job closes with a failure record: problem, cause, remedy, severity, downtime.

Six months later somebody asks what happened to the Berlin leak. It is one record: who called, who attended, what it cost, who approved the overspend, what the evidence looks like, and how long the unit was down. No inbox search, no phone call to the contractor.

Illustrative walkthrough. Not a customer record.

What we will show you in a demo

A defect found in March, answered from one record: what was found, who was assigned, what it cost, what evidence was filed, when it closed.
The same work orders through head office's board and a site engineer's board.
A job linked back to the inspection finding that raised it and forward to the certificate it supports.
A cost changed on a job and logged as a correction rather than an overwrite.

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Questions buyers ask

Our statuses have different names.

Columns carry your labels over canonical statuses, so your team sees its own vocabulary and reporting still works.

Can contractors update jobs themselves?

Contractors sit in the same directory as staff and are assigned work with scoped access. The platform runs in the browser on phone or tablet.

Does head office get a different system from the sites?

No. They get a different view of the same work orders, which is what removes the month-end reconciliation.

Other Features

Next step

See how to optimise your workflow and save money.

Thirty minutes on your own estate: your buildings, your obligations and your numbers. We will show you where the time and the money are going.