Contractor management software for multi-site maintenance
Fabric is contractor management software that keeps each contractor's documents, SLAs, jobs and invoices in one place, so you know who is approved, who is on site and what you are paying for.
Why contractor management software matters
Most facilities teams rely on a network of specialist contractors: gas engineers, electricians, refrigeration and extract specialists, plumbers, fire and security firms. Managing them across many sites is where things tend to unravel.
Insurance certificates sit in someone's inbox and expire without anyone noticing. RAMS are requested for each job and filed nowhere. Response times were agreed in a contract nobody reads. One contractor is brilliant at one site and slow at another, but there is no record to prove it. At month end, invoices arrive that have to be matched back to jobs by hand.
When something goes wrong on site, the first question is usually whether the contractor was approved, insured and briefed. You want to answer that in seconds, not after an afternoon of searching.
Contractor management software brings that information together. Instead of a spreadsheet of names and numbers, you get a living record of every contractor: what they are approved to do, where they work, the documents that prove it and how they have performed on real jobs. That makes it easier to hold contractors to what was agreed, and fairer to the ones who consistently deliver.
Every contractor, every document, every job
In Fabric, a contractor is a record linked to the sites they cover, the jobs they are sent and the invoices they submit. Everything about them is in one place.
Onboarding
Add contractors with their contact details, the disciplines they cover and the sites or regions they work in.
Insurance and RAMS
Store insurance certificates, registrations and RAMS against the contractor, with expiry dates so you can see what is current.
SLAs
Set response times and attach them to jobs, so everyone knows what was agreed for each piece of work.
Job dispatch
Send reactive and planned jobs to the right contractor and follow progress on a single timeline.
Performance
See each contractor's jobs across your sites, including how long they took and what is still open.
Invoices
Match contractor invoices to completed jobs and see spend by contractor, site and client.
Because contractors are linked to sites and disciplines, Fabric helps the right job reach the right firm. A refrigeration fault at one site goes to the refrigeration specialist who covers that site, with the asset details and history attached, so the engineer arrives knowing what they are dealing with. Fewer wasted visits means fewer repeat call-out charges, and a clearer record when a job does need a second attendance.
Mobile job cards for engineers
Contractors' engineers get a clear job card on their phone with the site, the asset and the fault. They add photos and notes as they work and capture sign-off at the end. If the work produces a certificate, it is filed against the asset so your compliance records stay current.
- Clear instructions, site details and access notes from your team
- Photos and notes captured on the job
- Sign-off recorded with the job
- Certificates filed against the asset
The job card becomes the record of the visit. You no longer depend on a paper job sheet coming back, and disputes about what was done, and when, are easier to settle.
Managing contractors, with and without Fabric
Most teams have some version of an approved contractor list. The difference is whether it is connected to the jobs, documents and invoices that prove it is working.
| Before | With Fabric | |
|---|---|---|
| Approved contractor list | A spreadsheet that drifts out of date | Contractor records linked to sites and disciplines |
| Insurance and RAMS | Attachments across inboxes | Stored against the contractor, with expiry dates |
| Response times | In the contract, rarely checked | SLA attached to each job |
| Performance | Opinion and memory | Job history across every site |
| Invoices | Matched by hand at month end | Linked to completed jobs |
Know what your contractors should be doing
Fabric is in early access ahead of launch in 2027. These guides cover the work specialist contractors most often carry out on hospitality sites, and what you should expect to receive from them afterwards, so you know what good looks like before you file it.
Common questions
What is contractor management software?
Contractor management software helps you onboard, organise and oversee the external contractors who work on your sites. It typically covers their documents, the jobs you send them, response times and what you are invoiced.
What documents should I hold for a maintenance contractor?
Commonly public liability insurance, employer's liability insurance where they employ staff, relevant trade registrations such as Gas Safe registration for gas work, and risk assessments and method statements (RAMS) for the work. Your own policies and risk assessments decide the full list.
Can Fabric remind me when contractor insurance expires?
Fabric is built to store contractor documents with their expiry dates so you can see what is current and what needs renewing. Talk to us during early access about how you want reminders to work.
How do I check a gas engineer is Gas Safe registered?
Ask for their Gas Safe ID card and check the registration number on the Gas Safe Register. The card also shows which types of gas work the engineer is qualified for, such as commercial catering appliances.
How much does Fabric contractor management cost?
Pricing will be announced at launch. Early access is open now if you want to see Fabric with your own contractors and sites.
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Run your estate on Fabric.
Early access is open for multi-site operators, caterers and FM providers.