Use case: Subcontractor Management

Optimise Your Field Operations with Efficient and Centralised Subcontractor Management

Managing subcontractors across multiple locations–while keeping projects on schedule and within budget–is a significant challenge.

You might be familiar with the issues of ineffective communication and the difficulty of ensuring consistently high-quality work that meets specifications.

Perhaps you have experienced the headaches of efficiently allocating resources such as manpower, equipment, and materials. As well as managing tasks, SOPs, and workflows in the correct order, where one subcontractor’s work depends on another’s completion.

Or maybe you face challenges in gathering documentation of completed tasks to ensure compliance with laws and regulations, correct billing, and proper records of the infrastructure you manage.

You know it…

All these challenges lead to misunderstandings, delays, errors, and other frustrating consequences:

Project overruns and increased costs.
Repairs, delays, and rework.
Legal issues and fines.
Compromised safety and increased risk of accidents.
Financial losses.
Bottlenecks and waste.

It does not have to be this way…

Join the esteemed company

The solution to your challenges

Unify your subcontractor management in one intuitive platform

Infrastructure owners who use IntelliFinder for managing subcontractors benefit from enhanced coordination, increased efficiency, and optimised resource allocation.

They also enjoy precise documentation, financial transparency, greater traceability, and improved quality control.

Actually, IntelliFinder facilitates better collaboration and provides a real-time overview of field operations projects.

… How?

By integrating all aspects of your subcontractor management into one intuitive platform.

Yes, it is that simple.

Manage your work orders, SOPs, workflows, and documentation with all subcontractors and stakeholders connected in the system, with detailed management of user rights.

Incorporate subcontractor management into your workflows and give them access to important documentation and to complete tasks and work form submissions.

Ensure that your subcontractors can update tasks, take photos, fulfill checklist requirements, and sign documents directly in the app for field workers and thus secure supervision, quality control, and documentation throughout field projects.

Everything is location-based

Everything is centered and organised around a Site which is all the assets or infrastructure points you can imagine.

Map your technical assets or infrastructure points in a map using GPS coordinates to manage your tasks and workflows, Field resources, and Documentation.

Explore the vast capabilities of IntelliFinder:

Whether you are deploying, replacing or maintaining infrastructure IntelliFinders’ project and task management capabilities streamlines your workflow by organising tasks, setting priorities, and tracking progress in real time – all location-based.

This enhances team collaboration, ensures deadlines are met, and improves overall project efficiency. With our intuitive interface, managing complex projects becomes simpler and more effective.

You are welcome.

Tasks & Task Templates

IntelliFinder’s core functionality is task management linked to Sites (locations or assets).
When clicking on a specific task you can see all uploaded pictures, progresses, and information.

Automate your routine work and repetitive tasks and standardise work orders by utilising Task Templates. Set up your task priorities and timeline.

Add start and end date, deadlines, estimated work hours, and assign a contact person to the tasks’ site, who gets notified about each update.

Sort your listed tasks easily by creation date, last edited, or start date or filter them by subcontractors, status, sites, or projects.

View all your tasks on a map and navigate to them by GPS and see the nearest task close to your proximity.

Forms

Ensure that you do not miss any task documentation with custom forms on your Sites.

Add a Form to a Task and use it as a checklist with photo documentation to complete and submit on mobile devices while executing a task – or simply use it on a Site for overall Site documentation.

Form submissions can be saved as a note or as a downloadable PDF report for various purposes, such as billing, legal documentation, quality control, and work history.

You can create digital forms for your teams, subcontractors, and customers in IntelliFinder. That enables you to guarantee that all relevant data is entered in the form with mandatory fields.

The photo documentation allows you to take photos directly on-site with the in-app camera function and save them in an integrated form.

Project & Categories

Use Projects to organise your Tasks and Categories to organise your Sites depending on your unique business case and structure.

You can follow up on your project progresses by task statuses or start and end date, and work with more projects at the same time.

Your projects can consist of a single task or multiple tasks, and they can be deactivated, reactivated, delayed, and archived with all belonging tasks.

Manage your Field Resources direct from the office independently of your field workers’ or assets’ location.

Ensure optimal utilisation of your resources by providing real-time insights and localisation capabilities. This allows for better planning, reduced waste, and maximised productivity.

IntelliFinder helps you allocate your resources efficiently, ensuring that your team has what they need when they need it, leading to improved project outcomes and overall business performance.

Tools & Inventory

You can use our Tools module to add all your tools and equipment. Track your tools’ utilisation, add documents like manuals and guides, and plan inspection activities and intervals. Book tools easily via a calendar-based booking system.

Gain real-time insights into your inventory of materials, machines, and vehicles to ensure clear oversight of stock levels, usage, and locations.

Track items by serial number, monitor transactions, and manage inventory efficiently across locations, with the capability to generate accurate reports and send data directly to stakeholders.

Fleet Tracking

Monitor real-time locations of your vehicles, trucks, trailers, and large machinery for improved coordination and resource allocation by assigning your nearest service vehicle for an urgent task when they arise.

Gain visibility into your fleet’s geographical distribution, document driving logs, and utilise QR or NFC tags for easy management of vehicle start and stop times on a user-basis.

Export or view routes directly in the system for rapid response to urgent tasks and minimised resource wastage.

Field Staff Resources

Managing your Field Staff resources effectively is a key outcome of using IntelliFinder.

This includes enhancing their effectiveness and minimising wasted time and duplication of effort in your field service operations.

Optimise your workflow by managing your field staff’s tasks and hours.

Your staff should not have to work harder. Instead, they should be able to achieve more with the same effort, using IntelliFinder.

Get documentation and reporting tools to provide comprehensive and accurate records of your projects.

This enables better decision-making, enhances transparency, and simplifies compliance. Our system generates detailed reports effortlessly, ensuring you have all the necessary information at your fingertips to monitor progress and demonstrate success.

Reports

Reports are forms filled out and submitted by your employees. They provide project managers, stakeholders,or simply the employees with information about executed tasks and projects.

Reports can be uses for various purposes such as billing, legal documentation, quality control, work history, and more.

Keep all submitted forms with the information about who filled them and when, and share reports with any concerned subcontractors.

Notes

In IntelliFinder you can use notes to save additional information, SOP’s, explanations, and more. You can create your own note document or just upload an extern document.

You can add notes to specific sites and save filled ones in forms. Notes can be downloaded in PDF format.

Easy.

Work History

IntelliFinder offers a detailed work history, providing full transparency in past tasks and projects. This helps you identify patterns, improve future workflows, and increase accountability.

With easy access to historical data and reports, teams can quickly find and resolve issues, learn from past experiences, and ensure continuous process improvement.

API across your subcontractor management systems

Get data integration across your subcontractor management with our API

Use IntelliFinder’s API as an extension from your data system–such as ERP–to your remote field workers. This way, you can centralise your data management and keep all subcontractor data in one place, ensuring consistency and reducing errors.

We uphold the Single Source of Truth (SSOT) principle, ensuring consistent and reliable data throughout your interconnected ecosystem by standardising data formats and protocols.

Provide your remote subcontractors with access to real-time information updates to improve efficiency and decision-making.

That makes sense.

Scalability & flexability

Drive growth with adaptable and scalable subcontractor management

IntelliFinder’s system is designed to adapt and scale alongside your business, providing flexible support for a wide range of subcontractor management needs.

We are not your typical off-the-shelf software solution.

Unlike inflexible platforms, IntelliFinder is adaptable to suit your evolving needs, ensuring a perfect fit and easy scalability for your operations as your subcontractor network expands. This ensures consistent data integrity throughout.

IntelliFinder bridges the gap between your internal IT systems and your external subcontractors, ensuring that our solutions grow with your business.

Speaking of scalability:

Our beforementioned partnership with the danish Telecommunication company showcases our point.

We have continually developed new functionalities and integrations to meet their evolving needs and adapt to changes in their telecommunications infrastructure.

Use Case

Initially, Banedanmark has used IntelliFinder for documenting old analogue radio systems. Over time, its usage expanded to encompass the implementation of new digital systems, as well as the servicing and upkeep of all signaling installations spanning around 1.300 km of tracks in Denmark.

The integration of location-based mapping plays a pivotal role in ensuring swift, effective, and secure operations for their internal workforce and over 25 subcontractors.

D-seal & CSA LEVEL 1

Compliance with standards, reassuring you and your subcontractors

We are proud to have earned the esteemed Danish D-seal certification and the globally recognised CSA STAR Level 1 certification for cloud security.

The D-seal is the first certification scheme that integrates IT security and responsible data usage based on international ISO standards. These trusted quality marks highlight our dedication to achieving the highest standards of security, privacy, compliance, and quality for you and your subcontractors.

Integrate with ease

No more tech resistance and complex systems

It is common knowledge that adopting and utilising new technologies and systems for project and subcontractor management can pose challenges. Resistance to technology and a lack of technical expertise can impede the smooth execution of projects.

Did you know…

Our ultra-intuitive and user-friendly software is designed to be highly appreciated by your subcontractors? It simplifies and expedites the onboarding process for new employees.

While ERP and other project management systems may seem intricate, IntelliFinder ensures efficient project execution, minimising resistance to adopting new technologies.