Industries  /  Facilities management
Home turf

The admin in an FM operation doesn't live where the org chart says it does.

It lives in the re-keying, the chasing, the portal, the audit pack and the month-end reconcile — the work that produces nothing new but has to happen anyway, because the systems don't talk and the clock never stops. Below is where it actually lives, named the way you'd name it.

We know where the admin lives because we've lived inside the operation.

Nine places the work hides

What it looks like on a Tuesday — and what removing it is worth.

Not summaries of pains. The actual admin, why it exists, and the commercial cost carried against each. Where a product already removes it, it's marked; the rest is what the studio builds next.

Jobs duplicated across CAFMs

ProofSync
On a Tuesday
An engineer closes a job in your system. Hours later a coordinator opens the client's CAFM — Concerto, Elogbooks, Planon, whichever this contract runs on — and re-types the same notes, times, costs and certificates by hand.
Why it exists
You don't own the client's system and they don't own yours. Two platforms that will never talk, and a person paid to be the bridge.
What it's worth
About 20 minutes of double-keying on every completed job — your monthly completions × 20 minutes × a loaded coordinator rate. At a mid-sized contract that's roughly two full-time admins doing nothing but retyping. ProofSync removes it and reads the write back to prove it landed.

SLA chasing across subcontractors

SLATracker
On a Tuesday
Response and rectification are two different clocks, running on every reactive callout, across a chain of subcontractors you don't directly control. Someone keeps a spreadsheet and phones round.
Why it exists
The penalty is yours even when the delay isn't. The client measures both clocks; you carry the credit if either slips.
What it's worth
Every missed clock is a service credit off your account — the value is your contract's credit schedule, per breach. Manual chasing slips on a busy week, and the margin goes with it. SLATracker watches both clocks and escalates before the breach, not after.

Client portals and helpdesk calls

Terri
On a Tuesday
"When's the engineer coming?" "Can you log this callout?" "What's the status of job 4471?" — the phone and the client portal eat a coordinator's day, one routine question at a time.
Why it exists
Clients want status now, and the answer lives in a system they can't see. So they call, and someone has to pick up.
What it's worth
A coordinator's day, and some calls still get missed at five o'clock. Terri takes the calls and the emails — finds the job from a site or postcode, gives a real status update, raises and chases work, and escalates only what needs judgement.

Mobilisation commitments

Studio
On a Tuesday
A new contract mobilises — asset registers to load, PPM schedules to build, SLAs to configure, portals and access to set up — against a go-live date that does not move.
Why it exists
The bid made commitments. Mobilisation is where they either come true on time or start the relationship on the back foot.
What it's worth
A slipped mobilisation is the first thing a client remembers at renewal, and re-tender is where a contract's whole margin is won or lost. The studio automates the repeatable parts of standing a contract up.

Compliance evidence and audit packs

Studio
On a Tuesday
Certificates, test results and statutory records sit scattered across emails, engineers' phones and three systems — then get assembled by hand the day an audit or a client asks.
Why it exists
Statutory compliance — gas, electrical, fire, water — is non-negotiable, and the evidence has to be producible on demand, not eventually.
What it's worth
A missing certificate is a failed audit or a contract put on notice; assembling packs by hand is coordinator-days every month. The studio builds the evidence layer that keeps them audit-ready by default.

Monthly reporting assembled by hand

Studio
On a Tuesday
Month-end. Someone exports from the CAFM, reconciles against the spreadsheet, chases the numbers that don't add up, and rebuilds the client report from a template — every contract, every month.
Why it exists
Every contract carries a reporting obligation, and no two clients want it the same way.
What it's worth
Days per contract, every month, on work that produces nothing new and delays the conversation the report is meant to start. The studio generates it from the source data instead.

Contractor performance tracking

Studio
On a Tuesday
Which subcontractors hit their SLAs, which cost you credits, which to keep on the next contract — tracked, if at all, in a spreadsheet nobody quite trusts.
Why it exists
Your margin depends on the chain performing, but the data to manage it is scattered across jobs, invoices and memory.
What it's worth
You keep paying poor performers because the number to act on isn't in front of you. The studio turns the operational data you already generate into the performance picture.

Tender-to-delivery handover

Studio
On a Tuesday
A bid wins. What was promised in the submission — the method, the SLAs, the resourcing — has to become how the contract actually runs. Today the handover is a document, a meeting, then memory.
Why it exists
The people who win the work are rarely the people who deliver it, and the commitments live in a 200-page submission nobody re-reads.
What it's worth
The gap between what was bid and what's delivered is where service credits, disputes and unhappy renewals begin. The studio carries the commitments from the bid into the operation.

Invoice substantiation

Studio
On a Tuesday
The client queries an invoice. Now prove the job happened — the completion, the time on site, the certificate, the sign-off — pulled together by hand from wherever each piece landed.
Why it exists
Payment depends on evidence, and the evidence is spread across the same systems that don't talk to each other.
What it's worth
A disputed invoice is cash you've already done the work for but haven't been paid; every day it sits is working capital tied up. The studio makes the substantiation a click, not a hunt.

Point it at one of these first.

Pick the one that costs you most. We prove the fix on your own systems in a couple of weeks, quantify the return, then build it. One thing live before the next.

Show us the process → See how the Proof Engine works