ScopeMark for property managers and facilities teams: hire trades with a clear scope and proof of work
Describe a job and ScopeMark drafts the scope. Show it only to trades you have invited, compare their bids, track the work by milestone with photos and get an invoice for each confirmed milestone. ScopeMark moves no money.
The short version
A property manager or facilities team hires trades all the time: a renovation, an HVAC repair, new signage, a security or life-safety system. Most of it runs on emails, quotes in different formats and photos sent by text. ScopeMark gives each job one place: a clear scope, the trades you have invited, bids you can compare, proof of progress and an invoice for each confirmed milestone. You decide at every step, and ScopeMark moves no money.
How a job runs in ScopeMark
- 1
Describe the job
Type a sentence or answer a few guided questions. ScopeMark drafts the scope: deliverables, exclusions, milestones and acceptance criteria. You edit every line. See how to write a scope of work.
- 2
Choose who sees it
Show the job to your whole invited roster, or only to selected subcontractors, with your starred favourites ticked to start. You set when bidding closes. There is no open job board, so a subcontractor sees your work only if you invited them and they accepted.
- 3
Make bidders say what they include
Bidders answer every item you list as included or not included, and can say how long the price holds and how soon they can start. Bids sit side by side with what each one states. If a bidder goes quiet, you can send a reminder yourself, after a confirmation.
- 4
Check the paperwork
For each kind of service you hire, choose the documents you require, such as insurance and WSIB or CNESST. ScopeMark checks that each document is authentic and current, and you record whether it is acceptable for your sites. See the onboarding checklist and compliance guide.
- 5
Award the work
Awarding is one step: the winning bid is accepted, the others are turned down and the job starts at the bid amount.
- 6
Track it with proof
Each milestone carries dated photos from the subcontractor, and you confirm it or dispute it with a reason. Tasks sit under milestones, crews log their days and check in on site, and you can see how many people are on site today.
- 7
Keep owners and tenants informed
Share a private progress link with a building owner or a tenant representative, with or without the right to comment. The link works for the person it was sent to once they confirm their email address.
- 8
Handle changes properly
Extra work is raised as a change order that adds the milestone, the cost and the days in one step. See change orders and scope creep.
- 9
Get the invoices, pay directly
Confirming a milestone raises that subcontractor's invoice automatically. You pay them yourself, using the payout details they have saved once you have awarded them work, and record the payment. You can see what you owe and when, and export invoices as a file to import into QuickBooks Online yourself.
From your phone
The company side of the mobile app shows what needs you today: work waiting to be confirmed, bids waiting for review, jobs past their target date and bidding about to close with few bids. You can review a subcontractor's photos and confirm or dispute a milestone, look over bids and award or decline them, and see and record what you owe. Posting jobs, estimating, the team and billing stay on the web.
Who on your team sees what
| Role | What they do in ScopeMark |
|---|---|
| Owner | Everything, including billing and the decisions: posting jobs, awarding and confirming milestones. |
| Project manager | Runs jobs and bids and makes the same decisions on the work. Does not manage billing. |
| Office admin | Works the paperwork: invoices owed and recording payments, and compliance documents. Looks at bids and milestones without deciding. |
| Field staff | Your own technicians see the jobs and tasks assigned to them, check in on site, write the daily log and submit milestone photos. Their phone shows no money. |
What ScopeMark does not do
- It moves no money. You pay your subcontractors directly. ScopeMark's only revenue is the subscription.
- It does not choose your contractors. A subcontractor's company profile and past work are self-declared and not checked, and each company decides whom to work with.
- It does not inspect the work. The photos are the subcontractor's proof, and you decide whether to confirm.
- It gives no legal advice and submits nothing on your behalf.
Handling a larger project that starts from an RFP? See ScopeMark for general contractors. For how this compares with other systems, see how ScopeMark compares.
Questions people ask
Do I need an RFP to use ScopeMark?
No. You can start from a sentence describing the job, such as a renovation, an HVAC repair, signage or a security system, and ScopeMark drafts the scope for you to edit.
Can any contractor see my jobs?
No. There is no open job board. A subcontractor sees your work only if you invited them and they accepted, and a closed job is visible only to the subcontractors you select.
How do I pay a subcontractor?
Directly, outside ScopeMark. Confirming a milestone raises an invoice, and the subcontractor's saved payout details are visible to you once you have awarded them work. You record the payment in ScopeMark.
Can I keep a building owner or tenant informed?
Yes. You can share a private progress link with a building owner or tenant representative, with or without the right to comment. It works for the person it was sent to after they confirm their email address.
Do subcontractors pay to use ScopeMark?
No. Subcontractors use ScopeMark free, by invitation from a company they work with.
Does ScopeMark hold or move our money?
No. ScopeMark does not process payments between companies and subcontractors. The buyer pays directly, outside ScopeMark, and records the payment. ScopeMark's only revenue is its subscription.