Construction - Facilities Management Contract Management

Create the FM contract job record, add client properties, record SLA response times, and note contract scope and pricing schedules.

Create recurring works orders for all planned preventive maintenance visits and assign to engineers with property and task details.

Log each reactive callout immediately as a new works order, recording report time, fault description, and SLA deadline.

Engineer completes the visit and records arrival time, work done, materials used, and departure via a mobile digital form.

Raise purchase orders for materials and sub-contractor costs against the works order, tying all costs to the contract.

Raise invoices for the contract fee plus any extras - callouts above threshold, additional materials, out-of-hours - and sync to accounting.

Invoice data syncs to the accounting system for reconciliation, VAT, and payment tracking.

Reactive callouts arrive by phone or text and don't get formally logged, leaving the business unable to bill for work completed or produce SLA compliance records at contract review.

Maintenance visits happen but costs - engineer time, materials, van stock, sub-contractors - aren't captured against the specific job, making it impossible to know which FM contracts are profitable and which are loss-making.

Monthly invoicing is pieced together manually from field notes and text messages because there is no single system recording what was done, when, and at what cost across all properties.