Construction - facilities management contract management
Reactive or planned. Every visit logged. Every invoice raised.
Step by step
- Contract SetupJobs
Create the FM contract job record, add client properties, record SLA response times, and note contract scope and pricing schedules.
- Planned Maintenance ScheduleWorks Orders
Create recurring works orders for all planned preventive maintenance visits and assign to engineers with property and task details.
- Reactive Callout LoggedWorks Orders
Log each reactive callout immediately as a new works order, recording report time, fault description, and SLA deadline.
- Site Visit and Sign-OffeForms App
Engineer completes the visit and records arrival time, work done, materials used, and departure via a mobile digital form.
- Cost CapturePurchase Orders
Raise purchase orders for materials and sub-contractor costs against the works order, tying all costs to the contract.
- Monthly BillingInvoices
Raise invoices for the contract fee plus any extras - callouts above threshold, additional materials, out-of-hours - and sync to accounting.
- Accounting SyncXero
Invoice data syncs to the accounting system for reconciliation, VAT, and payment tracking.
What this workflow solves
- 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.
Frequently asked questions
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