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Teams · Maintenance & Assets

Pay for the repair
you approved.

Vic compares repair quotes, raises the PO, checks each invoice against it, chases parts and tracks service contract renewals.

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Use casesRepair invoicesQuote comparisonParts on orderService contractsWarranty creditsParts shortagesAsset lists
Inside Vic

The cheapest quote left out the valve kit.

  1. AskAsk in plain English
  2. WorkVic reads, checks and drafts
  3. ReviewNothing goes out until you approve
  4. DoneVic enters it and logs every step
Repair invoices

Billed for the quote. Nothing extra.

Vic matches each repair invoice to its quote and PO, and holds anything billed that wasn't approved.

VicRepair invoices
ReadingCheckingWaiting on vendorEntered
Inbound · invoice14:20
Midwest Mechanical, Billing
Invoice 9921 · compressor repair

Invoice for the compressor repair at

Plano Site 3, PO 7742.

Labor 6.0 hrs, valve kit, refrigerant, trip charge $95.

Net 30. Thanks!

Vic → MidwestThanks for invoice 9921. The $95 trip charge wasn't on quote Q-118. Could you send a revised invoice at $4,240?
Invoice check · quote Q-118PO 7742
Reading what came in…
VendorMidwest Mechanical approved
Labor6.0 hrs · quoted 6.0 matches
PartsValve kit, refrigerant matches
Warranty12 months logged
Trip charge$95.00 · not on the quote not approvedremoved
Total$4,240.00 matches
Invoice matched to quote Q-118.One extra held: $95 trip charge.Nothing posts until you approve.
Review invoice
Approved by Marcus. Bill entered at $4,240 against PO 7742.Revised invoice received from Midwest.
Open in ERP
More use cases

Everything around the repair.

Parts, contracts, warranty credits and shortages. Turn on the ones your team needs, in the systems you already run.

Compressor · Plano Site 3
Midwest$4,240 · 12-mo warranty
Harbor HVAC$3,980 · no valve kit
Apex$4,610 · 5-day start
PickMidwest

Repair quote comparison

Lines up repair quotes on scope, price, warranty and start date, and recommends one.

Open parts orders6
Belt kit · Apex, ships Fri
Valve kit · no date, chased
Filters · delivered
Backup vendor found

Parts on order

Checks open parts orders for a ship date and chases the vendors who haven't given one.

Renewing soon60 days
Dec 1HVAC service · Harbor
Dec 15Fire systems · Summit
Jan 9Elevator · Bayview
NowReminders scheduled

Service contracts and renewals

Reads your service contracts and reminds you before each renewal or notice date.

Compressor claimOpen
Failed inside warranty
Claim filed with Midwest
Credit $1,120 pending
Follow-up Friday

Warranty returns and credits

Files warranty claims and returns, and chases the credit until it lands.

Next 30 days
Belt kits4 on hand · need 12
Valve kits0 · 2 on order
Filters40 · OK
Orderdrafted for belts

Parts shortage report

Checks upcoming PMs and repairs against parts on hand and drafts the order.

Site walkthroughs6
Read 6 site sheets
41 assets added
3 missing serial numbers
Asset list updated

Asset list from site sheets

Reads walkthrough sheets and photos and keeps your asset list complete.

No surprise line items.

Vic compares and matches. Anything billed outside the approved quote waits for your team, and every step is logged against the asset.

PO 7742 · Midwest MechanicalNeeds sign-off
ApproveEditReject

Approval gates

Nothing consequential goes out without a sign-off where you require one.

Read invoiceGmail
Checked quoteNetSuite
Approved by MarcusLogged

Every action logged

Each email read, record changed and message sent is traceable to its source.

ERPEmailVicDocsSpreadsheetsCalendar

Works in your systems

Your email, ERP, CRM, calendar and documents. No new portal.

One Vic, every team

Vic across your operation

The same Vic works across all six teams, with the same context and the same controls. Work moves from one team to the next without a handoff.

OperationsOrders entered, changes routed, late orders chased.
Customer ServiceInbox sorted, replies drafted, CRM kept current.
Finance & ProcurementBills matched to POs and past-due chased.
Recruiting & HRApplicants screened and interviews booked.
Safety & ComplianceCertificates checked and lots traced.
Current page
Maintenance & AssetsRepair quotes compared and contracts tracked.

See it on your own repairs.

Bring a month of repair quotes. See what Vic would have compared and entered.

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Your systems stay put.Your people sign off.Running in days.