Industries · Facilities management
Every SLA metbefore the clienthas to ask.
We build facilities management platforms that connect contracts, sites, assets, PPM schedules, reactive work orders, technicians and client reporting — so your helpdesk, supervisors and contract managers work from the same live job record.
- WO-48211Water leak · Level 14 corridor · Harbor TowerP1 · on timeP1 · Tech R. on site 22 min after loggingOn site
- WO-48207Chiller 2 high-pressure trip · Creekside MallAwaiting approvalCompressor quote QT-2290 sent to clientParts / quote
- WO-48198Lift 3 stuck between floors · Al Barsha OfficesCompletedLift subcontractor · released 41 minCompleted
- Contracts & sites
- Asset register
- PPM schedules
- Reactive work orders
- Technician app
- SLA tracking
- Subcontractors
- Client portal
01Where FM contracts slip
The work gets done. Proving it is the hard part.
Most FM companies have technicians who know the buildings. What they lack is a record that shows the client — and the contract manager — what was done, when, and against which SLA.
01Reactive calls arrive by phone, email and WhatsApp with no SLA clock
What happens
Tenant complaints, client emails and security calls land with different people. The helpdesk logs some in a spreadsheet; others go straight to a supervisor's phone.
What it costs
Priority 1 leaks treated like routine requests, response times nobody can prove, and SLA penalties argued from memory at the monthly meeting.
With one system
Every request becomes a work order with its site, asset, priority and contract SLA attached, and a response and resolution clock that starts the moment it's logged.
02PPM schedules live in a planner's spreadsheet
What happens
Planned maintenance for chillers, AHUs, fire pumps, lifts and generators is planned annually in Excel and printed as weekly task lists.
What it costs
Missed PPMs that surface during a client audit, tasks done but never recorded, and no way to show PPM completion by site or system.
With one system
PPM schedules generated from the asset register and contract scope, issued to technicians automatically, and completed with checklists, readings and photos.
03Job sheets come back on paper, days later
What happens
Technicians fill in paper job cards or send photos to a supervisor, who types them up at the end of the week.
What it costs
Work that can't be invoiced until the paper arrives, lost evidence when a client disputes a job, and asset history that's never quite complete.
With one system
Technicians close jobs on a mobile app with time on site, parts used, readings, before-and-after photos and the client's signature — the record exists the moment the job ends.
04Quotes for out-of-scope work stall between site and office
What happens
A technician finds a failed compressor; the supervisor asks for a quote by phone, the estimator builds it in Word, and the client approves it by email weeks later.
What it costs
Assets left in a failed state, revenue delayed, and approved quotes that never turn into scheduled jobs.
With one system
Out-of-scope findings become quotes linked to the original work order and asset, sent for client approval, and converted into a scheduled job the moment they're approved.
05Monthly client reports take a week to build
What happens
Contract managers pull PPM completion, reactive volumes and SLA performance from several spreadsheets to build each client's monthly pack.
What it costs
Late reports, numbers the client questions, and contract managers doing admin instead of managing the relationship.
With one system
Each contract's report is built from the work orders themselves — PPM completion, reactive response, SLA breaches with reasons, and open quotes — ready to review and send.
02FM platform preview
What your FM system could look like.
From the helpdesk to the client's monthly review — switch between the views your helpdesk, supervisors and contract managers would use. Every screen is designed around your contracts in discovery.
- WO-48211Water leak · Level 14 corridor · Harbor TowerP1 · on timeP1 · Tech R. on site 22 min after loggingOn site
- WO-48207Chiller 2 high-pressure trip · Creekside MallAwaiting approvalCompressor quote QT-2290 sent to clientParts / quote
- WO-48198Lift 3 stuck between floors · Al Barsha OfficesCompletedLift subcontractor · released 41 minCompleted
- WO-48215No cooling · Villa 22 · Sunrise CommunityResolution due 15:00P2 · assigned to Tech K. · ETA 11:30Assigned
- WO-48190Fire alarm panel fault · Warehouse 7, Al QuozClosedSigned off by client FM · report attachedClient sign-off
Illustrative interface with sample data — sites, clients and figures are invented examples.
Illustrative demo · sample dataReady to see your own contracts on it?
Build your FM system03Solutions
The parts of an FM system — chosen for your contracts.
Every call logged against an SLA
Helpdesk & reactive work orders
Requests from phone, email, WhatsApp, the client portal and BMS alarms (where available) logged as work orders with site, asset, priority and the contract's response and resolution targets.
- Priority matrix per contract
- Response and resolution clocks
- Escalation rules
- Requester updates on status
Every call logged against an SLA
Helpdesk & reactive work orders
Requests from phone, email, WhatsApp, the client portal and BMS alarms (where available) logged as work orders with site, asset, priority and the contract's response and resolution targets.
- Priority matrix per contract
- Response and resolution clocks
- Escalation rules
- Requester updates on status
Not every operation needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps the helpdesk ahead of the SLA.
AI in your FM system works on your own work orders, assets, schedules and contracts. It sorts, drafts, summarises and spots patterns — your helpdesk, supervisors and contract managers decide.
AI never closes work orders, changes priorities or SLAs, approves quotes or sends client reports on its own. It doesn't sign off safety-critical inspections or certificates — qualified technicians and supervisors do. Every suggestion shows the records it used, and each user only sees the contracts their role allows.
- 01
Request triage
Helpdesk confirmsA tenant emails: "Water coming through the ceiling near the lifts on 14."Identifies the site and floor, suggests priority P1 under the contract's rules, links the nearest assets and drafts the work order for the helpdesk to confirm and dispatch.
- 02
Dispatch suggestions
Who should take this P2 no-cooling call at Sunrise?Ranks available HVAC technicians by distance, current workload and history with that asset, and shows which choice keeps the SLA — the supervisor assigns.
- 03
Job sheet summaries
Supervisor reviewsSummarise what was done on Chiller 2 this quarter.Pulls every work order, reading and part used on the asset into a short summary with the trend in high-pressure trips — ready to include in the client meeting.
- 04
Recurring fault detection
Which assets keep failing after repair?Flags assets with repeat reactive work orders in a set period, groups likely causes from technician notes and suggests where a replacement quote may be worth preparing.
- 05
Monthly report drafts
Contract manager approvesPrepare the October report for Creekside Mall.Drafts the report from the month's work orders — PPM completion, reactive response, breaches with reasons, open quotes — with every figure linked to its records for review.
05A day with ORCHESTR
One Tuesday across 38 sites, two ways.
- 06:45Jobs already on the appEach technician opens the app to today's PPM and reactive jobs, ordered by route and priority.
- 08:20P1 logged, clock runningThe call is logged as a P1 work order against the site and floor, and the nearest technician is dispatched with the SLA visible.
- 10:30Finding becomes a quoteThe technician raises a finding with photos; the estimator turns it into a quote linked to the asset and sends it for approval.
- 13:00Live dispatch boardThe dispatch board shows who is on site, who is travelling and who is free, so the job is assigned in a minute.
- 16:30Jobs closed with evidenceJobs are closed on site with readings, photos and the client's signature — ready for reporting and invoicing.
- 18:00Report drafted from the workThe monthly report is already drafted from the work orders, waiting for the contract manager's review.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the systems your sites already run.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Building systems
- BMS alarms via API or gateway (where available)IoT sensors and meters (where available)
- Messaging
- WhatsApp Business APIEmailSMS gateways
- Accounting & ERP
- Zoho BooksQuickBooksXeroMicrosoft Dynamics 365 (via API or export)
- Calendars & identity
- Microsoft 365 / OutlookGoogle WorkspaceSingle sign-on (where used)
- Existing CAFM
- Current CAFM or helpdesk tools (via API or export)Asset registers in spreadsheets
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your operation — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the FM company.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
SLAs you can evidence
Response and resolution times are recorded on every work order, with reasons for every breach.PPM that's planned and proven
Planned maintenance is issued automatically and closed with checklists, readings and photos.Faster billing for extra work
Findings become quotes and approved quotes become jobs, without waiting for paperwork.Complete asset histories
Every job, reading and part sits on the asset, so decisions about repair or replacement have evidence.Calmer client meetings
Monthly reports are built from the work itself, so the numbers hold up to questions.Room to win more contracts
New sites and contracts are onboarded into the same structure instead of a new spreadsheet.
09Possible use cases
How different FM companies could use it.
Examples of what we could build — not completed client projects.
Hard and soft services, one record
Several large commercial and retail contracts with MEP, cleaning, security and landscaping teams — one helpdesk, one asset register and contract-level reporting.
Technicians first
A technical maintenance company with 40 technicians across Dubai and Sharjah, needing dispatch, a mobile app, PPM and quotes for out-of-scope work.
Residents, villas and amenities
A residential community with villa requests, shared amenities, pools and landscaping, with a resident request portal and SLA reporting to the owners' association.
A portfolio owner's own team
A property owner running FM in-house across offices and warehouses, needing asset histories, subcontractor control and cost per building.
FAQs
Facilities management questions, answered.
Real estate & property
01We already use a CAFM system. Why build something custom?
Often you don't need to replace it entirely. Many FM companies find their CAFM handles the asset register but not their contracts, quoting, client reporting or mobile workflows the way they need. In discovery we look at what works and recommend extending, integrating or replacing — honestly.
02Can it work with our BMS?
Where your BMS exposes alarms through an API or gateway, critical alarms can create work orders automatically. Capabilities vary by system and site, so we confirm each integration in scoping.
03Do technicians need training to use the app?
The app is designed for technicians in the field: large buttons, few steps, photo capture and offline-friendly job details. Most of the work is designing the checklists around your trades, which we do with your supervisors.
04Can different contracts have different SLAs?
Yes. Each contract has its own priority matrix, response and resolution targets, working hours and escalation rules, and every work order is measured against the contract it belongs to.
05How do you handle certificates and statutory inspections?
The system records inspection dates, results and certificates per asset and reminds you before they're due. It tracks and evidences the work; it doesn't certify anything or submit to authority portals, and we don't make compliance claims on your behalf.
06Can we migrate our asset register and PPM schedules?
Yes, usually from spreadsheets or exports from your current system. We clean and structure the asset data, map PPM frequencies and task lists, and validate it with your planners before go-live.
07Can clients log requests themselves?
Yes, through an optional client portal or a dedicated email or WhatsApp line. Clients see only their own sites, work orders, quotes and reports.
08What does the AI actually do?
It suggests priorities for incoming requests, ranks technicians for dispatch, summarises asset histories, spots recurring faults and drafts monthly reports. Supervisors and contract managers make every decision that affects a client or a contract.
09How is an FM system priced?
It's quoted after a discovery session, based on the modules, number of contracts and sites, mobile users and integrations involved. Hosting and support are agreed separately and in writing.
Start here
Let's mapyour contracts.
Tell us how your helpdesk, technicians and contract managers work today. We'll come back with how one system could connect every site, asset and SLA.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your operation runs today.
- 03If there's a fit, a written scope and quote — no obligation.