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.
- 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.
How it runs in Zigaflow
- Reactive & planned job intakeMaintenance requests arrive via client portals, phone calls, email, or scheduled PPM contracts and must be logged immediately against the correct site and client.
- Quote & scope preparationEstimators 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.
- Job scheduling & field deliveryApproved jobs are assigned to employed engineers or subcontractors with task sheets, site access notes, and compliance documents attached.
- Invoicing, payment & syncCompleted jobs trigger invoices that reflect actual labor hours, materials consumed, and any agreed contract rates, with supporting job sheets attached for client approval.
More about Zigaflow for Facilities Management
Zigaflow gives FM businesses the job management, purchase order and reporting tools to run contracts profitably.
The problems we solve
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.
Subcontractor management is fragmented
FM companies use a range of specialist subcontractors. Managing their quotes, purchase orders and compliance documentation across emails and phone calls is inefficient.
Zigaflow handles subcontractor RFQs, purchase orders and job assignments in one place. Every instruction has a paper trail.
Client reporting takes too long to prepare
Monthly contract reports summarising completed work, response times and outstanding items require hours of data gathering from multiple sources.
Zigaflow job data is always up to date. Generate client reports directly from the system without manual data gathering.
Ready to grow your Facilities Management business?
Join hundreds of businesses already using Zigaflow to streamline their operations.