Facilities management
Planned and reactive work in one system
A bespoke system for FM companies: contracts, planned maintenance, reactive jobs, SLAs, subcontractors, client portals and contract-level profitability on one thread.
For UK facilities and maintenance providers running multi-site contracts with a mix of scheduled and reactive work.
One connected thread
From contract to margin, in one place
- 01ContractCoverage, rates, SLAs and sites held as live terms.
- 02Planned worksSchedules generated from assets and frequencies.
- 03Reactive requestsLogged by client or team, routed with the clock running.
- 04DispatchOwn engineers or subcontractors, on the same record.
- 05On siteProgress, photographs, forms and sign-off captured live.
- 06CostsLabour, materials and subcontractor spend land on the job.
- 07ReportingSLA performance and contract margin visible, not reconstructed.
Before and after
Disconnected tools, or one connected system
Before
- Planned work in a spreadsheet calendar
- Reactive jobs in a shared inbox
- SLA performance calculated after the month ends
- Subcontractor costs arriving late and unmatched
- Clients phoning for status updates
- Contract profitability estimated
After
- Planned schedules generated from the asset register
- Reactive requests logged, routed and timed
- SLA position visible while it can still be met
- Subcontractor instruction and cost on the job
- Clients self-serve status and history
- Margin visible per contract and per site
Questions people ask
Facilities management systems: the questions we are asked most
Why does FM strain generic job software?
Because FM is two businesses at once: planned maintenance running to a schedule, and reactive work arriving unpredictably against an SLA — both under contracts with different terms.
Generic tools handle one shape well and force the other into workarounds.
Worked example (illustrative)Planned work runs from a spreadsheet calendar, reactive jobs arrive by email into a shared inbox, and contract profitability is worked out at year end, if at all.
Can it handle contracts, SLAs and response times?
Yes. Contracts carry their own coverage, rates, response and resolution targets, and the system measures against them as work happens rather than afterwards.
Breaches and near-misses are visible while there is still time to act.
How the operational thread works →What about subcontractors?
Subcontracted work sits on the same job record: instruction issued, documents and insurances checked, updates and evidence returned, cost captured against the job.
That is what makes true job-level margin possible rather than estimated.
Can clients log and track their own jobs?
Yes. A client portal for logging requests, tracking status and seeing planned schedules removes a large share of inbound calls and email chasing.
It also improves the quality of what gets logged, because the form asks for what your team actually needs.
Worked example (illustrative)A retail client logs a heating fault against a specific store and asset; the job arrives already routed, with SLA clock running and history attached.
Do we see profitability per contract and per site?
Once labour, materials and subcontractor costs land on the job as it progresses, contract and site margin become live figures rather than an end-of-year reconstruction.
See what your contracts really cost to deliver
The Business Operations Review follows planned and reactive work through your business and shows where visibility, cost capture and SLA evidence are being lost.