Home › How We Work

How We Receive, Scope, Deliver, and Close Jobs

A structured delivery process designed for government, insurance, NDIS, and commercial clients, from first instruction to documented close-out.

Every job at Dubbo Repairs & Maintenance follows the same structured delivery process, regardless of client type. Scope is confirmed before pricing. Pricing is approved before commencement. Variations are identified, documented, and approved before any additional work proceeds. The result is a contractor you can instruct with confidence. No unexpected costs, no scope drift, no surprises on close-out.

No work commences without written approval of scope and pricing. If scope changes on site, works stop and written authority is obtained before proceeding.

How Jobs Are Received

We accept work through multiple channels depending on your workflow:

Work orders via email or portal
Scope documents or plans sent directly by assessors or providers
Phone instruction followed by written confirmation
Site inspection request for jobs without a defined scope

We do not commence work without written confirmation of scope and pricing. If you have an existing work-order template or contractor onboarding process, we align to it.

Confirming Scope

Clear scope is the foundation of every job. Before pricing or scheduling:

We review the work order or scope document
We identify anything unclear, excluded, or requiring a site visit
For complex or multi-trade jobs, we carry out a site inspection prior to pricing
We flag potential variations before they become problems

If scope changes during delivery (through hidden damage, site conditions, or client instruction) we stop, document, and seek written approval before proceeding. No surprises on your invoice.

Pricing and Scheduling

Pricing is provided in writing in one of two formats:

Fixed-price quote: for defined scope jobs
Schedule of Rates (SoR): for term-based or volume maintenance agreements

We do not commence without pricing accepted in writing. Scheduling is confirmed once pricing is approved. We provide realistic timeframes and communicate any changes early.

For planned maintenance programs, we provide a schedule at the start of the period and report against it.

Written approval is required before any work starts. There are no verbal-only authorities on this end.

Delivery

Work is carried out to the agreed scope, on the agreed timeline, by appropriately skilled personnel. During delivery:

Site is secured and access managed appropriately
Work is conducted with minimum disruption to occupants or operations
Progress is communicated at key stages for larger jobs
Any unforeseen conditions are reported immediately
Site is left clean, safe, and secure on completion

We do not outsource delivery without prior agreement. The same operator delivers the work you scoped with us.

No scope creep. No unauthorised changes. Any variation identified on site is documented, reported, and approved in writing before work continues.

Documentation and Close-Out

Every job closes with documentation. Depending on your requirements, this includes:

Completion report confirming scope delivered
Before-and-after photographs
Materials used and works carried out
Variation records (if applicable)
Sign-off confirmation from site contact

Documentation is formatted to meet insurer, NDIS provider, government agency, or internal property portfolio requirements. If you have a specific reporting template, we use it.

Documentation is submitted before invoicing. You have written confirmation that work was delivered to scope, with photographic evidence, before any payment is requested.

Ongoing Maintenance Relationships

We are structured for repeat work. Options include:

Preferred contractor arrangements: work orders directed to us within an agreed trade scope
Scheduled maintenance programs: planned visit cycles with fixed or SoR pricing
Reactive call-out agreements: agreed response parameters and documentation requirements
Annual maintenance contracts: defined scope, pricing, and reporting across a property portfolio

For organisations managing multiple assets in Central West NSW, we provide a single point of contact and consistent delivery standard across all sites.

Frequently Asked Questions

Do you require written approval before work starts?

Yes. No works commence without written approval of scope and pricing. This applies to every job regardless of size or client type. If scope changes on site, works stop and written authority is obtained before proceeding.

How are variations handled?

If additional scope is identified on site, works stop. The variation is documented, photographed, and submitted in writing for approval before any additional work proceeds. No verbal authorities are accepted.

What documentation is provided on completion?

Every job closes with a completion report, before-and-after photographs, scope confirmation, and sign-off from the site contact where applicable. Documentation is formatted to your reporting requirements.

Do you work with insurers, government agencies, and NDIS providers?

Yes. We work with insurers, loss adjusters, government agencies, local councils, registered NDIS providers, and commercial property managers across Central West NSW. Documentation is formatted to suit each client type.

What is your service area?

Core coverage includes Dubbo, Wellington, Gilgandra, Coonamble, Nyngan, Cobar, Condobolin, Bourke, and Walgett. Extended coverage to Orange, Parkes, Forbes, West Wyalong, and Hillston by arrangement.

For organisations that need a contractor they can instruct without managing (one that controls scope, communicates clearly, and closes every job with documentation) this is a straightforward process to work within, and an easy contractor to keep on repeat. Request a work order →