Arrives
Map where the work enters the business.
How it works
From portal or inbox request to review-ready job.
Vectorfy maps the way work enters your business, checks the details against the systems your team already uses, then prepares clean work for scheduler review.
Captured
Pull out the useful job details and supplied files.
Checked
Look up the context your workflow needs.
Prepared
Create a clean record and flag what needs review.
The first map is not every possible workflow. It is the repeated intake path your team touches every week.
First bin to map
Where the request actually arrives.
Start by separating the sources. One contractor might live in Outlook and Urbanise. Another might start from quote approvals and customer forms. The automation follows that path, not a generic template.
Email request
From a shared inbox or direct mailbox.
Portal notice
From a customer, facility, supplier or client portal.
Quote approval
Approved work, revised scope or variation notice.
Customer form
Web forms, PDF forms, request templates or job sheets.
File or photo
Where the customer supplies supporting evidence.
2
Checks selected for this workflow
The checks change by customer, job type and business process. Only the useful checks are included.
Customer match
Find the right customer record or flag a new one.
Site lookup
Verify the likely site, access notes and service location.
Asset lookup
Check asset records where that matters for the workflow.
Open job check
Avoid creating duplicate work when a job already exists.
Required details
Capture the fields your team needs before review.
Follow-up draft
Prepare a reply when key details are missing.
3
Output ready for scheduler review
The goal is clean work with visible context, not hidden automatic decisions.
Job record prepared
Clean structure inside the job-management system.
Context attached
Relevant inbox history, source details, files and notes.
Uncertain details flagged
Anything ambiguous is made visible for the team.
Queued for scheduler review
Ready for your team to confirm and schedule.
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