Managing estate maintenance shouldn’t feel like chasing a moving target. When handovers happen, emails get lost, or invoices stall, finding out where a job got stuck can be a nightmare.
Basementgrid eliminates this chaos by breaking every job down into 5 clear, unskippable phases. By keeping the interface radically simple and defining exactly who is responsible for what at every step, the system creates an airtight trail. If there’s a delay, you’ll know precisely which phase it's sitting in—and whose move it is.
Here is how a work order (WO) moves from a reported issue to a settled payment.
The 5-Phase Work Order Lifecycle
1. Issue
The process begins here. When a maintenance issue arises, the Building Manager creates and issues a digital Work Order directly within Basementgrid, sending it straight to the designated Vendor.
Authorize
Financial guardrails are built right in. If the cost of the issued Work Order goes above the estate's set threshold amount, the system automatically routes it to the Approver (Council Member), who must digitally authorize the funds before work can begin.
3. Work in Progress
Once authorized, the vendor takes over. The Vendor Manager assigns a specific technician to the job. Onsite, the Vendor Technician simply clocks in via the mobile app to start work.
4. Review
Accountability happens in real time. To complete the phase, the Technician uploads a GPS-verified photo of the finished work. The Building Manager then reviews this proof and accepts the work verification, confirming the job is done right.
5. Pay
With the work verified, the Vendor Manager submits the digital invoice through the system. The Approver reviews the invoice against the verified work and seamlessly pays the vendor on the spot using PayNow.
Clear Roles, Total Traceability
The secret to Basementgrid’s "uncle-proof" simplicity is that nobody is overwhelmed with options. Every role only sees and does exactly what is required of them:
| Role | Core Responsibility | Key Action in the App |
| Building Manager (BM) | Job Creation & Quality Control | Issues WOs; accepts work verification. |
| Approver (Council) | Financial Governance & Payouts | Authorizes above-threshold WOs; pays invoices via PayNow. |
| Vendor Manager | Team Coordination & Billing | Assigns technicians; submits invoices upon completion. |
| Vendor Technician | Onsite Execution & Proof |
Clocks in; uploads GPS-verified completion photos. |
Why This Matters for Your Estate
By separating responsibilities into these distinct buckets, Basementgrid acts as the ultimate digital medical record for your building.
Because technicians must provide GPS-verified photos before a BM can accept the work, phantom billing is eliminated. Because payments are tied directly to verified invoices via PayNow, management and sinking funds stay secure.
Most importantly, if a pipe is still leaking or an invoice is unpaid, you don’t need to call a massive meeting to find out why. A quick glance at the app shows you exactly which phase the work order is currently parked in, making it incredibly easy to trace delays and keep your operations moving forward smoothly.
