Features & tools
Assigning a fault ticket to the supplier straight from your software
Assigning a fault ticket to a supplier is the moment a report becomes an operational work order. In the software the manager picks the right firm from the supplier register, sends it the request with the building and problem details, and from then on the system tracks who is handling the job, when it was assigned and its progress. This step is delicate because it involves the manager's responsibility in choosing and supervising suppliers, part of the duties in Article 1130 of the Italian Civil Code, and the correct handling of contact data under Regulation (EU) 2016/679.
Choosing the right supplier from the register
Assignment starts from an orderly supplier register, where each firm is classified by type of work: plumber, electrician, lift technician, cleaning company, gardener. A plumbing fault filed under the correct category immediately surfaces the suitable firms, with contacts and the history of work already done on that building.
History is a valuable criterion. Knowing that a firm has already worked on that plant, at what pace and at what cost, helps you choose knowingly rather than at random. The software makes this information available at the moment it is needed, that is, while the work order is being assigned.
Sending the work order with the details it needs
A useful work order contains everything the firm needs to act without clarification calls: building address, exact location of the fault, description of the problem, any photos attached by the owner, access references. From the software this information is gathered once and forwarded in a structured way.
It can be sent by email or through a dedicated supplier area. In both cases a recorded copy remains of what was communicated and when, an important element if disputes later arise about timing or the scope of the job.
Quote, spending thresholds and confirmation
For non-urgent jobs, assignment goes together with a request for a quote, which enters the ticket record and stays linked to the job. This makes it possible to compare offers and to document the economic choice made.
It is worth remembering that the manager may order ordinary maintenance and urgent work independently, while significant extraordinary maintenance requires a resolution of the owners' meeting, as set out in Articles 1130 and 1135 of the Italian Civil Code. The software helps distinguish the two cases, keeping the quote ready for the meeting discussion when the expense requires it.
Tracking the job through to closure
Once assigned, the ticket must not drop off the radar. The software keeps the status current, from award to execution and closure with the outcome and any linked invoice. This way the manager always knows which work orders are still open and with which firm.
AmministraPro lets you assign fault reports to suppliers from the register, attach quotes and photos and follow the work-order status through to the invoice, with a trace of every communication. The available features are described on /funzioni and the plans with their limits are summarised on /prezzi.
Frequently asked questions
Is a resolution needed to assign a job to a supplier?
It depends on the type of work. The manager may independently arrange ordinary maintenance and urgent work to protect safety, as set out in Articles 1130 and 1135 of the Italian Civil Code. Significant extraordinary work, however, requires a resolution of the owners' meeting, and the software keeps the quote ready for the discussion.
How do you pick the most suitable firm from the software?
The supplier register classifies each firm by type of work and keeps the history of jobs already done on the building. When assigning, the software shows the competent firms with contacts, past timing and costs, so the choice rests on concrete data and not only on immediate availability.
What information should the work order include?
Building address, precise location of the fault, description of the problem, photos attached by the owner and access references. Collecting this data once and forwarding it in a structured way cuts clarification calls and speeds up the job, while leaving a trace of what was communicated.
Are supplier contact details subject to privacy rules?
Yes, contacts and the data of reference people must be handled under Regulation (EU) 2016/679. They should be used only to manage work orders, kept securely and not shared beyond that purpose. Software with profiled access helps limit visibility of this data to those who genuinely need it.
What happens to the ticket after assignment?
It stays open and tracked: the software follows the status from award to execution and closure with the outcome and linked invoice. This way the manager always knows which work orders are still pending and with which firm, preventing an assigned report from being forgotten.
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