Maintenance Request & Contractor Procurement Lifecycle

Maintenance Request & Contractor Procurement Lifecycle A data-flow diagram generated by Archify. 01 / User Portals 02 / REST Services 03 / Workflow Engines 04 / Durable Ledgers 05 / Execution & Awards Resident App · Submit issue · 01 / User Portals · Mobile / Web Resident App Submit issue Mobile / Web Admin Console · Triage & tender · 01 / User Portals · MaintenanceView Admin Console Triage & tender MaintenanceView Supplier Portal · Magic-link quote · 01 / User Portals · SupplierBidPortal Supplier Portal Magic-link quote SupplierBidPortal Ticket API · POST /tickets · 02 / REST Services · Uploads facade Ticket API POST /tickets Uploads facade Tender API · POST /tenders · 02 / REST Services · Trade scoping Tender API POST /tenders Trade scoping Offer API · POST /offers · 02 / REST Services · Quote intake Offer API POST /offers Quote intake Media Handler · Evidence uploads · 03 / Workflow Engines · MinIO S3 Media Handler Evidence uploads MinIO S3 Token Signer · 72h magic-link · 03 / Workflow Engines · HMAC token Token Signer 72h magic-link HMAC token VAT Evaluator · 10% vs 22% split · 03 / Workflow Engines · Tender matrix VAT Evaluator 10% vs 22% split Tender matrix Tickets DB · Status & history · 04 / Durable Ledgers · maintenance_tickets Tickets DB Status & history maintenance_tickets Tenders DB · Invited suppliers · 04 / Durable Ledgers · maintenance_bids Tenders DB Invited suppliers maintenance_bids Offers DB · Contractor quotes · 04 / Durable Ledgers · bid_offers Offers DB Contractor quotes bid_offers Inspection Log · Site visit sync · 05 / Execution & Awards · Calendar sync Inspection Log Site visit sync Calendar sync Award Notice · Order committed · 05 / Execution & Awards · activity_log Award Notice Order committed activity_log Invoice Link · Payment ledger · 05 / Execution & Awards · Invoice flow Invoice Link Payment ledger Invoice flow submit ticket ticket payload upload photos JPEG/PNG persist ticket open status schedule visit inspection invite quotes scope & trades generate links HMAC tokens register tender invitations award tender winning quote submit quote pricing offer parse taxes VAT 10/22% record offers bid quotes link invoice completion Legend primary data policy / PII data store data flow

Resident Issue Reporting

  • • Captures issue descriptions, urgency levels, and photo attachments from residents
  • • Stores images in relative path storage and registers open status in maintenance_tickets
  • • Dispatches notification alerts to the condominium property manager

Magic-Link Supplier Tenders

  • • Selects verified suppliers from registry and generates single-use HMAC magic links
  • • Dispatches quote invitations with scope details without requiring contractor account login
  • • Enforces 72-hour validity windows and tracks invitation delivery in maintenance_bids

Bidding Comparison & Award

  • • Contractor portal captures line-item estimates with configurable VAT rates (10% vs 22%)
  • • Manager compares received quotes side-by-side on price, timeline, and contractor rating
  • • Commits winning bid, notifies contractor, and attaches completion record to invoices