Portal and inbox admin

Turn incoming work into clean job records.

Vectorfy maps how work arrives through portals, shared inboxes, forms, quotes and files, then prepares the job record inside the system your team already uses.

Map this workflow Back to how it works

Intake route

From outside request to scheduler-ready work.

Review held

Portal or inbox request

A work order, quote approval, form or file lands outside the job system.

Details checked

Customer, site, asset, duplicate-job and required-detail checks run first.

Job record prepared

The job lands with context, attachments and gaps clearly flagged.

Scheduler review

Your team stays in control before anything uncertain moves forward.

Portal noticesShared inboxesForms and quotesFiles and photos

Requests arrive

Work orders, quote approvals, forms, emails and files arrive through the channels your customers already use.

Details are checked

Customer, site, asset, duplicate-job and required-detail checks happen before the job reaches the team.

Jobs are prepared

The job record is structured, context is attached, and uncertain details are clearly flagged.

Schedulers stay in control

Clean work lands ready for scheduler review, with gaps and follow-up clearly visible.

Portal noticesShared inboxesForms and quotesFiles and photosJob recordsReview flags

Portal and inbox intake

What gets handled before the job reaches your scheduler.

Vectorfy maps your intake workflow, captures or looks up the details your team needs, then prepares a clean job record with any gaps clearly flagged.

Map one workflow See how it works

1
Where work arrives
Portals, inboxes, forms, quote approvals, files and photos.
2
Checks for this workflow
Customer, site, asset, duplicate, required-detail and file checks.
3
Ready for review
A prepared job record, linked context, flagged gaps and the scheduler queue.

Some workflows need asset checks. Some need access notes. Some need files attached. The automation follows the way your business already works.

Adapted to your workflow, not a one size fits all template.

Where work arrives

Different customers send work in different ways.

Email request

From any inbox

Portal notice

Client or supplier

Quote approval

Approved or revised

Customer form

Web or email form

File or photo

Where supplied

Checks selected for this workflow

Configured around what your team needs before it commits the job.

Customer match

Find or create

Site lookup

Verify or match

Open job check

Avoid duplicates

Asset lookup

Where relevant

Required details

Based on workflow

Follow-up draft

Ask what is missing

Files linked

Where needed

Output ready for review

Clean work reaches the team with context attached.

Job record prepared

Clean and structured

Context added

From systems and inbox

Uncertain details flagged

Clear for the team

Queued for scheduler review

Ready when your team is

Step 1

Where work arrives

Different customers send work in different ways.

Email requestPortal noticeQuote approvalCustomer formFile or photo

Step 2

Checks selected for this workflow

Configured around what your team needs before it commits the job.

Customer matchSite lookupOpen job checkAsset lookupRequired detailsFollow-up draftFiles linked

Step 3

Output ready for review

Clean work reaches the team with context attached.

Job record preparedContext addedUncertain details flaggedQueued for scheduler review

Different workflows can use different checks.

We configure the rules and checks that matter for your team, nothing you do not need.

Works with your systems

No rip and replace. We connect to the tools your team already uses.

Built for contractors

Designed around the real portals, inboxes and systems contractors use.

Adaptable by configuration

Change checks, rules and follow-ups as your business needs evolve.

Managed service

We build, run and improve the layer so your team can focus on delivery.

Connected systems

Works with the tools and portals your team already uses.

Inbox & file sources

Outlook

Exchange

Gmail

OneDrive

SharePointAny inbox or drive

Emails, attachments and files from anywhere. Captured and organised.

External portals

Urbanise

Platinum FMESIS Online

MendrHub

CorrigoProAny client portal

Mapped once. Work arrives from the portals your team uses.

Job-management systems

Simpro

AroFlo

Uptick / FireMate

FieldInsight

Ascora

ServiceM8

Fergus

D365 Field ServiceAny job system

Where clean, review-ready jobs land.

Not seeing your system? Vectorfy works with any job-management system, portal or inbox your team already uses. Nothing on this page is a fixed list.

Product names and logos are trademarks of their respective owners and indicate the kinds of systems Vectorfy works with and around. They do not imply a partnership or endorsement by those vendors.

Secure by design. Built for control.

Controlled data handling

Built with practical controls for storage, access and operational visibility.

Team review for exceptions

Ambiguous or high-stakes work is queued for your team before anything moves forward.

Immutable audit trail

Every action is timestamped and logged. Tamper-evident and exportable.

Managed service

We build, run, and improve the automation layer so you can focus on delivery.

Built for Australian service contractors

Map one workflow. Remove the repetitive admin. Give your schedulers cleaner work to review.

Map one portal workflow

No lock-in
Review-ready intake
Built for real workflows