What's new? April product updates

What's new at Expansive this month?

This month, we're excited to introduce our recalls feature and new tiered quote approvals system.

Recalls

Managing recalls just got a major upgrade. These new features give your team enhanced control over maintenance workflows, deeper visibility into recall-related jobs, and more precision in contractor management.

🔄 Control Recalls by Work Order Type

You now have the ability to define whether a specific work order type is eligible for recall. This means tighter control over which types of maintenance jobs can be reopened, helping you streamline operations and ensure that only the right work gets a second look when necessary.

🔧 Set Default Recall Periods for Contractors

Contractors can now configure a default recall period for their services directly within their billing settings. Even more powerfully, they can assign specific recall periods to individual services, providing flexibility when different tasks require varying aftercare windows. Admins have the ability to view and update both default and service-level recall settings from the contractor view screen. If a service-specific period is in place, it will override the default, giving you precise control at every level.

📢 Recall Closed Work Orders

If a job has been closed, but the outcome doesn't meet your standards, you can now recall the work order straight from the Actions Wheel. A new confirmation panel displays all key details including the work summary, site location, request type, and any linked assets. Simply enter a reason, hit submit, and a new work order is automatically generated and fully linked to the original. If a recall isn’t allowed for any reason, the platform will explain why, ensuring clarity and next steps.

🔀 Convert Work Orders to a Recall – On the Fly

The new Convert to Recall feature allows you to seamlessly turn an existing work order into a recall. Accessed through the Actions Wheel, this opens a side panel filtered by site and contractor to show only relevant work orders. Once selected, the system links the original work order as a recall, maintaining full traceability and context.

✅ Better Visibility for Linked Work Orders & Recalls

We’ve introduced UI enhancements to make tracking and managing recalls clearer than ever. Parent-child relationships between linked work orders are now visually highlighted on screen. Work orders created as recalls carry a dedicated badge, making them easy to identify. Plus, new filters on the work order index page let you quickly find recall-specific work orders or those that have previously been recalled.

These improvements ensure your team can manage work order recalls more effectively, support contractor accountability, and stay compliant across your entire estate.

Tiered Quote Approvals 

We're excited to announce a major upgrade to our Quotes experience, designed to make your approvals faster, smarter, and more aligned with your internal processes. Here's what's new:

💱 New Quote Approval Rules Area

Managing quote approvals just got a whole lot easier. You'll now find a dedicated Quotes section within Settings, featuring a brand-new Approvals tab. In this area, you can set up custom approval rules by organisation, cost code, currency, and value range. You can apply unique rules for different quote sizes, teams, and departments, creating workflows that match your company's internal financial approval processes. With more flexibility than ever, you can fine-tune approvals to fit your business perfectly.

✅ Rule View Screen

Each approval rule now comes with its very own rule view screen where you can view and edit rule details at any time. You can add multiple approval steps, assigning specific roles or users at each stage, and reorder these steps to better match your company's real-world approval flow. This intuitive setup ensures that even the most complex approval chains are easy to configure and manage.

💰 Dedicated Quote View Screen

Submitting and managing quotes has never been simpler. Our brand-new quote view screen centralises all the information you need, presenting a complete overview of quote details in one place. You have the ability to add costs, submit quotes, or edit quotes before sending them for approval. The entire process is fully trackable and transparent, ensuring you have complete visibility from start to finish.

💡 Intelligent Approval Routing

When a quote is submitted, the system does the heavy lifting for you by checking for applicable approval rules based on your setup. If no rule exists, users receive guidance and are directed to create the necessary rules. If a rule is matched, the quote enters a step-by-step approval process automatically. Approvers are instantly notified by email and are kept informed if their approval is no longer required. No bottlenecks, no confusion—just smart, efficient routing that adapts to your needs.

That's it for this month! Be sure to stay tuned for more updates to come.