Every Client Portal, Updated Automatically
When a job changes status in your job management system, Build Concierge pushes the update straight into your client's own portal or CAFM system. Every client sees live progress, and nobody in your office has to put it there.
No more hours spent retyping updates into client portals. No more penalties caused by stale information. No more gap between doing the work on time and being able to prove it.
The problem
If you work for larger clients, you know the drill. They don't want emails. They want their portal updated: Verisae, Ostara, ServiceChannel, Maximo, or their own CAFM (computer-aided facilities management) system.
So your office does the same work twice:
- The job is updated in your system, then retyped into the client's portal
- Someone spends hours a day keeping portals in sync
- When things get busy, portals go stale, and stale portals look like missed SLAs
- You did the work on time, but the client's system says otherwise, and that's the version they believe
Their portal is their truth. Keeping it current shouldn't be a full-time job.
What the automation does
When a job changes status in your job management system, Build Concierge:
- Spots the change the moment it happens. Scheduled, engineer on site, started, completed.
- Pushes the update into the client's portal. Automatically, in the format their system expects.
- Attaches the evidence where the client needs it. Completion details, report documents, whatever their process requires.
- Does it for every client and every portal. Each in their own system of choice.
- Flags anything that doesn't go through. So your team knows straight away, not at contract review.
It works in both directions
Work orders raised in a client's portal can create jobs in your system automatically, so the loop is closed at both ends. Their portal stays current, and their work orders never need re-keying either.
What you get
- Clients who always know the status of their work
- SLA evidence recorded in real time
- Hours back every day
- Fewer penalties and disputes
- A contractor who looks effortlessly on top of every contract
Every update lands straight in the client's own portal, the system they trust, so it never shows stale information. The hours that used to go on retyping come back to your office, and your SLA evidence is recorded in real time, ready before anyone asks for it.
Ways to run it
Every contract works differently, so the automation flexes to match:
Work orders in, updates out
Work orders from a client's CAFM system become jobs automatically, and status updates flow back the other way, so their portal always matches reality.
Full two-way sync
Faults raised in the client's system sync into your jobs, with follow-ups and completion notes flowing back automatically. Thousands of updates a year, none of them typed twice.
Multiple portals, one process
Each client's portal updates itself in its own format, and your team only handles the exceptions.
Simple status pushes
The same pattern works for lighter touches too, like updating a client's status to "invoice sent" the moment the invoice goes out.
What you need
Just three things:
- Build Concierge connected to your job management system
- Access details for each client portal
- A list of which statuses each client wants to see
We support you in connecting to your job management system. For each portal we use the same login your team uses to update it today, and we map your job statuses to exactly what each client's system expects, so their portal shows precisely what they want to see.
Getting set up
Step 1: Talk to us
Tell us which clients have portals, which systems they use, and what your team currently updates by hand.
Step 2: We build it with you
We connect each portal and map your job statuses to what the client's system expects.
Step 3: Test it live
We run real jobs through together, check the updates land correctly in each portal, then switch it on.
Common Questions
We update the connection. Your team's process doesn't change, because your team's process is just doing the job and updating your own system, once.
Yes. Client work orders can create jobs in your system automatically, complete with the right customer, site, and priority. Many businesses run both directions together.
Your team is alerted immediately with the details, so it's fixed the same day, not discovered at contract review.
Add up the hours your office spends in client portals each week, then add the cost of one SLA dispute caused by a stale update. The automation typically costs less than either.
Ready to give every client a live view of their jobs?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
More from the knowledge centre
Equipment Records Created From a Photo of the Label
When an engineer photographs an equipment label on site, Build Concierge reads it, pulls out the make, model and serial number, and creates the equipment record against the right site automatically, so nobody has to type it in.
Van Services Booked With the Garage, Automatically
When a vehicle approaches a service milestone, Build Concierge emails your nominated garage to arrange the service and copies the fleet owner in, so the alert becomes a booking instead of another to-do.
Asbestos Reports Read and Processed Automatically
When an asbestos report or survey arrives, Build Concierge reads it, pulls out the key findings and risk information, and files it against the right site, flagging anything that affects upcoming jobs.
Complaints Captured Into the CRM the Moment They Arrive
When a complaint arrives by email, Build Concierge recognises it, summarises the issue, and logs it against the right customer record straight away, so it is captured the moment it lands.
Parts Identified From a Photo, Priced and Ready to Order
When an engineer photographs the part they need, Build Concierge identifies it, finds the best price it can across UK suppliers, and writes it into the job ready for the office to order.
A Year of PPM, Loaded From a Spreadsheet in Minutes
When a client sends their PPM schedule as a spreadsheet, Build Concierge reads it and creates every job, visit and line in your job management system, mapped to the right contacts and contracts.
.png%3F2026-07-23T09%3A12%3A16.875Z&w=3840&q=100)
Equipment Records Created From a Photo of the Label
When an engineer photographs an equipment label on site, Build Concierge reads it, pulls out the make, model and serial number, and creates the equipment record against the right site automatically, so nobody has to type it in.
Van Services Booked With the Garage, Automatically
When a vehicle approaches a service milestone, Build Concierge emails your nominated garage to arrange the service and copies the fleet owner in, so the alert becomes a booking instead of another to-do.
Asbestos Reports Read and Processed Automatically
When an asbestos report or survey arrives, Build Concierge reads it, pulls out the key findings and risk information, and files it against the right site, flagging anything that affects upcoming jobs.
Complaints Captured Into the CRM the Moment They Arrive
When a complaint arrives by email, Build Concierge recognises it, summarises the issue, and logs it against the right customer record straight away, so it is captured the moment it lands.
Parts Identified From a Photo, Priced and Ready to Order
When an engineer photographs the part they need, Build Concierge identifies it, finds the best price it can across UK suppliers, and writes it into the job ready for the office to order.
A Year of PPM, Loaded From a Spreadsheet in Minutes
When a client sends their PPM schedule as a spreadsheet, Build Concierge reads it and creates every job, visit and line in your job management system, mapped to the right contacts and contracts.
Equipment Records Created From a Photo of the Label
When an engineer photographs an equipment label on site, Build Concierge reads it, pulls out the make, model and serial number, and creates the equipment record against the right site automatically, so nobody has to type it in.
Van Services Booked With the Garage, Automatically
When a vehicle approaches a service milestone, Build Concierge emails your nominated garage to arrange the service and copies the fleet owner in, so the alert becomes a booking instead of another to-do.
Asbestos Reports Read and Processed Automatically
When an asbestos report or survey arrives, Build Concierge reads it, pulls out the key findings and risk information, and files it against the right site, flagging anything that affects upcoming jobs.
Complaints Captured Into the CRM the Moment They Arrive
When a complaint arrives by email, Build Concierge recognises it, summarises the issue, and logs it against the right customer record straight away, so it is captured the moment it lands.
Parts Identified From a Photo, Priced and Ready to Order
When an engineer photographs the part they need, Build Concierge identifies it, finds the best price it can across UK suppliers, and writes it into the job ready for the office to order.
A Year of PPM, Loaded From a Spreadsheet in Minutes
When a client sends their PPM schedule as a spreadsheet, Build Concierge reads it and creates every job, visit and line in your job management system, mapped to the right contacts and contracts.
TW Drainage Case Study
Join the smart businesses scaling with Build Concierge.
Built for service businesses of every size, our AI powered customer engagement platform helps you respond faster, cut admin and deliver a better customer experience.
