Introduction: WhatsApp Is the Default Vendor Management Tool — But It’s Broken
If your team outsources work — cleaning, maintenance, security, repairs — chances are, you manage all updates via WhatsApp.
Why? Because:
Contractors don’t want to install new apps
Vendors respond fastest on WhatsApp
Photos and voice notes are easiest to send there
But then chaos sets in:
No task history
Work marked “done” with no proof
Missed jobs, repeated excuses
Manual checking for every vendor group
In this article, we’ll show:
Why WhatsApp alone doesn’t work for vendor control
How to track vendor work without changing their habits
How Laksana helps you manage vendors, SLAs, and proof — all from WhatsApp
Why Vendors Love WhatsApp — And Why You Shouldn’t Rely on It Alone
✅ Vendors Love WhatsApp Because:
It’s on their phone already
No login required
Easy to send voice/photo updates
No need to learn software
❌ Managers Hate It Because:
They must chase vendors daily
There’s no way to confirm “done”
Updates are lost in long chats
Nothing is tracked over time
Vendor Communication vs Vendor Management
Communication is just:
“Send me the photo when you’re done.”
Management means:
Assigning tasks with deadlines
Tracking completion and evidence
Measuring response time
Holding vendors accountable
WhatsApp handles communication.
You need a system for management.
The Real Risks of Vendor Management via WhatsApp
❌ 1. “I Already Did It” Without Proof
No timestamped record. No audit trail. No recourse.
❌ 2. Tasks Forgotten or Missed
In noisy WhatsApp groups:
Tasks get buried
Work is incomplete
Nobody notices
❌ 3. Blame Games & Payment Disputes
Vendor says:
“I did the work.”
Management says:
“We never saw it.”
Screenshots aren’t evidence. Logs are.
❌ 4. Compliance & SLA Failures
For audits, you need:
Clear logs of who did what, when
Evidence attached
SLAs monitored
WhatsApp alone doesn’t give you that.
What You Actually Need to Control Outsourced Work
✅ Assign Tasks With Context
Each job should include:
Description
Location
Photos (optional)
Deadline
Assigned vendor
✅ Track Completion With Evidence
Completion = not just “Done,” but:
Timestamp
Photo or voice proof
Linked to the original task
✅ Measure Response Time
How long did it take:
To acknowledge?
To complete?
To escalate?
✅ Centralize Updates From Multiple Vendors
Not 10 different groups.
One system that tracks all vendors.
✅ Automate Reminders & Escalations
Missed deadline?
Send auto-reminder or escalate to manager.
How Laksana Solves Vendor Chaos (Without Changing Their Behavior)
Laksana is designed to structure outsourced work happening via WhatsApp, even if vendors never touch your system.
🔁 WhatsApp Is the Frontend, Laksana Is the Backend
Vendor sends this to the Laksana bot:
“Done repair for Block C. Photo attached.”
Laksana automatically:
Detects the task
Logs the completion
Links the photo
Timestamps the update
Closes the task (or flags it for review)
🧾 Compliance Check
Admins assign vendors via WhatsApp or the dashboard:
Compliance Check details
Due date
Auto reminders sent if pending
📸 Proof-Based Completion
Tasks are only closed when:
A valid photo/video is attached
It’s timestamped
Location/site matches
No more “claimed” work without evidence.
📊 Vendor Performance Dashboard
See:
Completion rates
Average response time
Missed jobs
SLA breaches
Per vendor, site, or month.
🔐 Vendor Does NOT Need to Log In
Vendors continue using WhatsApp only
Laksana works in the background
Admins gain full tracking and control
Real-World Use Cases for WhatsApp Vendor Management
🧹 Cleaning Contractors
Assigned daily blocks
Photo sent via WhatsApp
Task auto-marked complete
Missed jobs flagged
🛠 Maintenance Vendors
Resident reports water leak
Admin forwards to vendor
Vendor replies with photo fix
Laksana logs issue as resolved
🧯 Safety Equipment Vendors
Assigned routine servicing
Send proof of work (fire extinguisher, alarms, etc.)
Laksana tracks SLA, evidence, and timestamp
Comparison: WhatsApp Only vs Excel vs Laksana
| Feature | WhatsApp Only | Manual Tracking | Laksana |
|---|---|---|---|
| Vendor Proof Tracking | ❌ | ✅ (manual) | ✅ (auto) |
| SLA Monitoring | ❌ | ❌ | ✅ |
| Auto Reminders | ❌ | ❌ | ✅ |
| Task Logs | ❌ | ✅ (time-consuming) | ✅ |
| Works Without App | ✅ | ✅ | ✅ |
| Central Dashboard | ❌ | ❌ | ✅ |
Do’s & Don’ts for Vendor Management on WhatsApp
✅ Do:
Assign jobs with deadline and location
Track completion with timestamped proof
Use a backend to centralize logs
Keep vendors on WhatsApp to avoid friction
❌ Don’t:
Accept “Done” without evidence
Use chat memory as your system
Rely on screenshots for audit
Let missed tasks go unnoticed
Final Takeaway: Vendors Stay on WhatsApp — You Stay in Control
You don’t need to change how your vendors work.
You need to change how you manage their work.
Laksana gives you:
Real tracking
Real evidence
Real control
👉 Without asking vendors to use any new system.
Start Managing Contractors the Right Way
Use WhatsApp as-is
No vendor training needed
Gain full logs, reports, and SLA tracking
🚀 Start Free with Laksana
Finally take control of outsourced work — without chaos.