CAFM software for FM service providers and contractors You are measured on response times you have to be able to prove, across sites you do not control, by clients who can put the contract back out to tender.
A service provider carries contractual obligations rather than only statutory ones, and the two have different failure modes. Missing an SLA is visible immediately and priced into the next renewal; the evidence that you did not miss it is what you need eleven months later when the contract is reviewed.
What actually goes wrong
SLA performance has to be provable
A response time nobody is timing is an assertion. At renewal, an assertion loses to a client's own spreadsheet of complaints.
Subcontractors do work you are accountable for
When a subcontractor attends, the record belongs to them and the liability belongs to you — which is the wrong way round.
Mobilisation is a standing cost
Every new contract means a new estate entered, a new regime built and a new reporting format agreed, usually under a start date agreed before anyone saw the buildings.
Time the response, do not estimate it
Priority and target response held on the job with a clock against them turn SLA performance into something measured continuously rather than reconstructed at renewal. The value is not the dashboard — it is that the number is the same one the client will calculate, and you see it first.
- Priority and target response on the job record
- Time in each state, so delays are attributable
- Job history per building and per contractor
Pull subcontractor work onto your record
A job assigned to a subcontractor is still your job. Keeping the assignment, the evidence and the sign-off on your own record — rather than in the subcontractor's system — is what lets you answer a client without making a phone call first, and what keeps the history when you change supplier.
Mobilise on a repeatable shape
A new contract entered the same way as the last one gets to steady state faster, and the asset register is the part worth being systematic about. Everything downstream — schedules, jobs, certificates, reporting — is built on it, and a rushed register at mobilisation is paid for every month afterwards.
Questions from fm service providers
- Can clients be given access to their own sites?
- Yes, scoped to the buildings they own or occupy. That is often more persuasive at renewal than a report, because it is the same data with nothing in between.
- Does it handle billing against contracts?
- No. FacilityOptix records the work and its evidence; it has no invoicing, purchase orders or job costing. Those stay in your finance system.
- Is it priced per client or per site?
- Per property — the buildings you hold records against — with unlimited users. A contract covering twelve sites counts as twelve properties, however many of your people touch it.
Work orders
Reactive jobs from report through to sign-off, with the priority and the response time visible while there is still time to act on them.
Planned maintenance
PPM schedules that survive a busy week — recurring work planned against the asset, what is slipping visible before it lapses, and evidence captured at the point the job is closed.
Contractors & permits
Who you use, what they are approved to do, and whether their insurance and accreditations are still valid — checked before the job, not after the incident.
Building a PPM schedule that covers your statutory duties
Most teams do not lack a PPM schedule. They lack one that gets finished, and one that can be shown to cover the duties they actually hold. Here is how to build both at once.
SFG20 and maintenance standards, explained
SFG20 is referenced in more specifications than it is understood in. Here is what it actually is, what it gives you, and the honest case for and against subscribing.
Permits to work and contractor control
Contractor control fails in one specific way: a certificate that was valid at approval and was not valid on the day they attended. How to build a regime that notices.
See it running on your own buildings.
A live demo on your data, not a slide deck — most teams are live within a week.
Try for free