Available On: Premium, Professional, Enterprise
You can share work orders in UpKeep with external vendors or contractors through the Provider Portal. This makes it easy for outside partners to view, update, and collaborate on work orders without needing full access to your UpKeep account.
With the latest enhancements, you can now:
Attach purchase orders directly to work orders and share them with providers.
Give providers access to checklists, file uploads, and work order status updates.
Use Smart File Upload to automatically scan and categorize files like invoices, quotes, and purchase orders.
Get alerts for discrepancies between documents (e.g., mismatched totals or payment terms).
Communicate with vendors directly through the Activity/Chat section.
How to Share a Work Order with an External Vendor
Create the work order as usual
Go to the Work Orders tab and click + Work Order
Fill in the work order details (title, description, location, etc.)
Under Assigned To, select or add a Vendor
Open the External Portal
After creating the work order, go to the Work Order Details page
Under Primary Assigned, click View External Portal
Toggle the portal ON to generate a public link
Share the portal link
Click Copy Link to share via email or text
Or click Send Link to open a pre-drafted email with the link
The external vendor can access the portal without logging in (they’ll be prompted to enter their name and email once)
What Vendors See in the Portal
Work Order Details: Vendors can view descriptions, images, and any attached purchase orders.
Status Updates: Vendors can change the work order status, with color indicators to track progress.
Checklists: Supports all new checklist types, including multi-select and signatures.
File Uploads: Vendors can attach invoices, quotes, or other documentation directly to the work order.
Smart File Upload
Smart File Upload simplifies vendor file management:
Automatically detects the file type (invoice, quote, purchase order).
Extracts key fields such as totals and payment terms.
Provides a confidence score (e.g., 95%) for accuracy.
Allows vendors to manually edit fields if necessary.
Discrepancy Detection
If multiple files are uploaded, UpKeep will automatically compare them.
Any mismatched details are flagged so you can reconcile them quickly.
Activity & Collaboration
Vendors can upload and share files directly within the Activity/Chat section of the work order.
All updates, file uploads, and messages appear in both:
The Provider Portal
Your UpKeep web app under Work Order details
Important Notes
External workers don’t need a full UpKeep login but will need to create a username and password to access the portal
If they return using the same device, they’ll stay recognized
Both internal and external users can send updates and upload documents
Note: Learn more about the Provider Portal here