Run facilities management contracts without the chaos
Facilities management businesses juggling planned maintenance programmes, reactive callouts and compliance reporting need a platform that keeps everything connected and visible.
Job management and reporting for facilities management companies
Facilities management contracts demand a high level of operational discipline. You are managing multiple sites, multiple trades and a constant mix of planned and reactive work - all while keeping clients informed and demonstrating compliance.
Zigaflow gives FM businesses the job management, purchase order and reporting tools to run contracts profitably.
- UK facilities management SMBs typically handle 50-300 reactive and planned maintenance jobs per month across multiple client sites.
- Most FM contractors juggle contracts for commercial landlords, local councils, and corporate occupiers simultaneously.
- Compliance documentation such as RAMS, COSHH sheets, and gas-safe certificates must accompany most job completions.
- Labour scheduling across multi-trade teams — electricians, plumbers, cleaners, and handymen — is a persistent daily operational headache.
- Missed SLA response times on reactive maintenance contracts can trigger financial penalties, making job tracking critical.
Up and running in four simple steps
Reactive & Planned Job Intake
Maintenance requests arrive via client portals, phone calls, email, or scheduled PPM contracts and must be logged immediately against the correct site and client. Each enquiry is captured in Zigaflow with site details, asset information, priority level, and SLA deadline attached from the outset.
Quote & Scope Preparation
Estimators build itemized quotes covering labor rates by trade, materials, subcontractor costs, and call-out fees, then send branded proposals directly to the client or contract manager. Zigaflow tracks quote status and follow-up activity so nothing stalls waiting for a decision.
Job Scheduling & Field Delivery
Approved jobs are assigned to employed engineers or subcontractors with task sheets, site access notes, and compliance documents attached. Job progress, parts used, engineer hours, and completion sign-off are recorded against each work order to meet contractual and audit requirements.
Invoicing, Payment & Sync
Completed jobs trigger invoices that reflect actual labor hours, materials consumed, and any agreed contract rates, with supporting job sheets attached for client approval. Invoice data syncs directly to accounting software such as Xero or QuickBooks, keeping cash flow visibility accurate without manual re-entry.
Want to map out the exact workflow for your business?
Build your workflow free →The problems we solve
Built specifically for your industry - Zigaflow tackles the operational headaches that generic software ignores.
Reactive jobs pull resources from planned maintenance
Emergency callouts disrupt planned maintenance schedules. Without visibility of both, reactive work eats into the time needed to keep contracts on track.
Zigaflow shows planned and reactive jobs in the same view. Managers can see the full workload and rebalance resource in real time.
Works with your existing tools
Guides written
for your sector
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Explore →Ready to grow your Facilities Management business?
Join hundreds of businesses already using Zigaflow to streamline their operations.