Surveyor Job Management
Space Maintenance Ops Platform
The internal job-management system running a surveyor-led reinstatement firm — from claim to sign-off
Private — internal tool, built for the client's team
The problem
Space Maintenance — a surveyor-led insurance reinstatement firm working across London and the South West — was running jobs the way most surveying businesses do: WhatsApp threads, email chains, paper RAMS, and photo folders scattered across phones. Getting quotes meant chasing contractors one by one. Compliance rules like "No RAMS, no work — no photos, no payment" existed on paper but couldn't be enforced. And when a claim was questioned months later, assembling the evidence trail meant archaeology.
What I built
I built them a single operations platform that owns the entire job lifecycle. Surveyors create jobs with the claim essentials; clients and contractors live in the system as full profiles — trades, coverage areas, insurance and accreditation documents included. The moment a job is ready, contractors receive the job link by WhatsApp and email simultaneously (via Brevo) and can quote instantly from their phone. Client accepts, admin schedules, and the contractor gets a unique visit link: a six-step on-site form — RAMS, before photos, progress, after photos, customer sign-off, completion — that saves as you go. Close it mid-job today, reopen it tomorrow, everything is exactly where it was left. On completion it locks read-only: a tamper-proof record. An incident-reporting module with escalation logic and RIDDOR screening handles the days when things go wrong.
The outcome
Quoting now starts the minute a job is created — notifications land on WhatsApp and email instantly, for every role: surveyor, client, and contractor. Compliance is enforced by the software instead of chased by the admin: no RAMS means the visit can't proceed, no photos means no completion. Every job carries its own complete evidence trail. And because it runs on Supabase with no per-seat pricing, the firm scales its job volume and team without the software bill scaling with it. This is the system Space Maintenance runs its daily operations on.
Inside the system
What it does
- Job creation by surveyors — client, address, claim reference, priority, and job type in one record
- Client & contractor profiles with full supplier onboarding: trades, coverage areas, insurance and accreditation documents
- Job links pushed to contractors by WhatsApp + email (Brevo) the moment a job is ready
- Contractors quote directly from the link; clients review and accept in the same system
- Unique per-visit links for on-site execution — one link, one visit, full audit trail
- Six-step visit form: RAMS → before photos → progress → after photos → customer sign-off → completion
- Save-as-you-go state: a half-completed visit reopens exactly where it was left, even days later
- Completed visits lock read-only — tamper-proof job records for insurers and disputes
- Incident reporting with escalation logic and RIDDOR screening
- Instant WhatsApp + email notifications to surveyors, clients, and contractors at every stage
End to end
How a job flows
01
Survey & job creation
The surveyor logs the job with claim reference, property, client, priority, and job type — the master record everything else attaches to.
02
Instant quote requests
Approved contractors matching the trade receive the job link by WhatsApp and email at the same moment — no ring-arounds, no waiting.
03
Quote & client approval
Contractors submit quotes from the link; the client reviews and accepts in the system, with every decision recorded.
04
Scheduled visit link
On confirmation, the contractor gets a unique visit link — scope, address, access notes, and the six-step form in one mobile-first page.
05
On-site execution
RAMS before work starts, photos before/during/after, customer sign-off at the end — saved step by step, resumable across days, locked when complete.
06
Review & records
The completed record lands with the admin for review — compliance evidence, photos, and sign-off attached to the job forever.
More work
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