The challenge
Work spread across paper, calls and chats
Requests came in by phone and WhatsApp, technicians filled in paper forms on site, and the details of each job lived in chat threads and in people’s memory. When a client asked what had been done at one of its sites, someone had to piece it together.
Reports for clients took days to assemble, photos were scattered across phones, and there was no reliable way to show who did what, when, and under which safety conditions.
- Information lost between calls, chats and paper forms.
- Photos and signatures missing when a client asked for proof.
- Technical reports that took days to put together.
- No traceability from the request to the finished job.
What they use
One record for the request, the work and the evidence
Grupo Ingenia runs its whole service cycle in Mantenix. A client request becomes a work order, the technician executes it from the field app, and the order is only approved once the checklist, the evidence and the required signatures are complete.
Ten roles share that record, each with its own view: administrators and coordinators plan, technicians and mechanics execute, corporate and site clients follow their orders, and third-party contractors handle the orders assigned to them.
Modules
- Work orders
Requests become orders with SLA alerts, time entries and a work log for each job.
- Field app
Technicians install the app on their phone and keep working without signal, with photos and video.
- Safety and HSE
Permits to work, non-conformities, procedures and controlled documents sit next to the work.
- Client portal
Each client and each of its sites sees its orders, technical reports and quotes, and approves quotes there.
- Assets
An equipment register per client, with warranties and the history of every job.
- Fleet
Its mechanics run checklist inspections and maintenance orders with cost, missing parts and photos for its own units.
How a job runs today
How a job runs today
- 01
The request comes in
A client or a coordinator logs the request, and the coordinator turns it into a work order for the right site and equipment.
- 02
A technician or a contractor takes it
The order reaches the field app, or a third-party contractor, with its versioned checklist and the safety documents the job requires.
- 03
The work is documented on site
The technician follows the checklist, adds photos, video and time entries, and keeps working offline if there is no signal.
- 04
Signatures before approval
The required digital signatures are validated before the order can be approved, so no job closes without them.
- 05
The client sees the result
The technical report is generated as a PDF with a photo annex and appears in the client’s portal, for that site.
See how it would work for your team.
One hour with your assets, your sites and your terminology. We show you the flow with your own work, not with slides.
Request a demo