Portal or inbox request
A work order, quote approval, form or file lands outside the job system.
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.
Intake route
From outside request to scheduler-ready work.
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.
5
intake sources
7
workflow checks
4
review outputs
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.
1
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
2
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
3
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
OutlookExchangeGmailOneDriveSharePoint
Emails, attachments and files from anywhere. Captured and organised.
External portals
UrbanisePlatinum FMESIS OnlineT1CloudCorrigoProClient-branded portals
Mapped once. Work arrives from the portals your team uses.
Job-management systems
SimproAroFloUptick / FireMateFieldInsightAscoraServiceM8
Where clean, review-ready jobs land.
Names shown 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