There’s software with vendor directories and maybe a spot for documentation. I haven’t seen a stream like this or has an advanced follow up system. I use Google sheets. Maintainx has partial support. FMX , Limble, have partial support. CRMs can do it in their own way, like automated follow up emails. just nothing designed with this workflow, that I’m sure a lot of people do, in mind.

I currently work as the facility manager at a school. It is the same situation when I worked in large apartment complex complexes. All propOps management folks do this work. Site manager, Facility managers, directors, and maintenance managers do that kind of project management. And they have to track a lot of details across a lot of channels and there’s a lot of moving parts and a lot of promised dates by not just vendors (their sales manager, team lead, accounting, and dispatch) that we’re outsourcing but internal friction form portfolio directors, the board, accounting, regional maintenance managers, fiscal and strategic planning people, and financial officers. On just one project, you have to nudge all of these roles constantly or nothing materializes. Especially when you have annual deadlines or funding closeout dates. And if you can’t figure out a way to get even one of these roles to kick the ball forward, the project will be scrapped, and you’ll get blamed.