Works Order PDF Generation and Formal Contractor Instruction
Works Order PDF Generation and Formal Contractor Instruction
Available from: v1.0.45
The platform can now generate a formal Works Order PDF document for any maintenance request. This document is intended for issue directly to a contractor as a written instruction, covering scope, agreed rates, insurance requirements, and an authorised spend cap.
Overview
When a maintenance request is raised, the system automatically assigns a unique worksOrderRef (e.g. WO-2025-0042). From v1.0.45, this reference is backed by a printable, PDF-format Works Order document that can be generated on demand and issued to the appointed contractor.
This aligns with standard Irish block management procurement controls, where property managers acting on behalf of an OMC (Owners' Management Company) must issue written contractor instructions before works commence.
Generating a Works Order PDF
API Endpoint
GET /api/reports/works-order/[requestId]
| Parameter | Type | Description |
|---|---|---|
requestId | string | The ID of the maintenance request to generate the Works Order for |
Example Request
GET /api/reports/works-order/mreq_abc123
Authorization: Bearer <token>
Response
Returns a PDF file (Content-Type: application/pdf) containing the completed Works Order document.
Document Contents
The generated Works Order PDF includes the following sections:
1. Works Order Reference
The auto-generated reference number (e.g. WO-2025-0042) is printed prominently for traceability across the maintenance request lifecycle.
2. Scope of Works
Drawn directly from the maintenance request description, detailing what the contractor is instructed to carry out.
3. Agreed Rates
Contractor pricing as recorded against the maintenance request at the point of instruction.
4. Insurance Requirements
A mandatory section declaring the insurance obligations the contractor must satisfy before works commence. This supports OMC risk management requirements under Irish block management practice.
5. Spend Authorisation Cap
A formal statement authorising the contractor to incur expenditure up to a defined ceiling amount. Spend beyond this cap requires a separate authorisation.
Relationship to Demand Notices
The Works Order PDF route follows the same pattern as the existing demand-notice PDF generation:
| Document | Route |
|---|---|
| Demand Notice | GET /api/reports/demand-notice/[demandId] |
| Works Order | GET /api/reports/works-order/[requestId] |
Both endpoints return a PDF and are secured by the same authentication model.
Permissions
Access to this endpoint is restricted to users with the Property Manager role or above. Contractors and owners cannot generate Works Order documents directly.
Irish Block Management Context
Under Irish block management practice, OMC-appointed property managers are required to issue written instructions to contractors before authorising works. This ensures:
- A clear, auditable record of what was instructed and at what cost ceiling
- Contractor acknowledgement of insurance and compliance obligations
- Separation between works request (internal) and formal instruction (external)
Previously, this document had to be prepared off-system. From v1.0.45, it is generated automatically from data already held in the platform.