for UK facilities management
AI workflow assessment for UK facilities management - cut the coordination and compliance admin behind every job.
The day starts with a call at half six about a shift nobody is covering, and it rarely lets up from there. We take 60 minutes out of that week and account for it properly - the rota and the cover, a PQQ or a tender, job sheets chased back off site, compliance records kept audit-ready, subcontractors, the monthly client report. Two working days later your office has a plan it can work down between phone calls, with the setup for each fix spelled out and the contract it helps named against it.
The hours that go into coordinating the work, not doing it.
Your engineers and cleaners are on site doing the work the contract pays for. Then the week fills with everything that has to happen around them: rebuilding the rota when someone calls in sick at half six, working out who is nearest for a reactive call-out, chasing an engineer for the paperwork that should have come back with the job, hunting down an inspection certificate the day before an audit, ringing subcontractors for a quote and then for their insurance documents, and answering a pre-qualification questionnaire that wants the same evidence as the last one.
None of that sits as a line on a contract, so nobody prices it. It still costs you. A planned visit slips past its date and turns up on the SLA report. An invoice goes out short because a timesheet never matched the shift it covered. Your coordinators spend the day answering the phone instead of planning next month. None of it is visible until it is a number on a report, and by then it is a conversation with a client rather than a problem in your office.
A CAFM demo answers a different question to the one you have. The hour goes on the week your coordinators actually work, and what comes out of it is ordered by how much phone time each fix gives back - including the jobs where the honest answer is that nothing needs changing.
The coordination and compliance admin behind every contract - and what it is worth fixing.
No hours figure sits at the top of this page. If you have our sample findings sheet in front of you, treat the hours on it the same way: an illustrative shape, not a forecast for your firm. Your service mix sets the real load - a cleaning-led firm with a large field team loses time very differently to a hard-services firm running planned maintenance and statutory inspections. What we can say from assessing UK service businesses is that the drains are consistent: scheduling and cover, job sheets coming back off site, compliance records, bid and mobilisation paperwork, and the client reporting that has to go out whether or not the month has been quiet.
The 60-minute session walks your week task by task instead - what your coordinators do, what lands on your own desk, what the office picks up after the field has gone home - and the report ranks whatever that conversation turns up.
Run your own numbers in the admin cost calculator, or read the full breakdown in the CRM and workflow gaps that cost UK service businesses.
More on that in the admin drain hiding in UK small businesses.
The assessment is £799 - and the drains it names are the ones on your own contracts.
Your six biggest time sinks - and what we do about each one.
We map your whole firm in the 60-minute session, then work backwards to the drains worth fixing first. Here is how that lands on the specific admin facilities management firms feel.
Rotas, scheduling and cover
Building next week's rota across every site, then rebuilding it the moment a shift falls through and a client still expects their team on the floor. We map how scheduling and cover actually run in your firm and show where a system drafts the first-pass rota and flags the gaps - who goes where stays your coordinator's call.
Compliance records and audit prep
Statutory inspection records, method statements, training certificates and the site pack an audit asks for, spread across email, a shared drive and someone's van. We show which parts of that pack a system can assemble from your own checklists, and which gaps it can only flag for a person to close. The sign-off stays with a competent person.
The monthly client report
Every contract expects one - jobs completed, SLA performance, what is still open - built by hand from job records at the end of a month that has already overrun. We work out how much of it could be drafted straight from your own logs, so your account manager checks and sends rather than losing an evening assembling it.
Subcontractor and supplier coordination
Ringing round for availability on a specialist job, chasing the quote, then chasing the RAMS and insurance certificates before anyone can go on site. We look at where the repetition sits in that chase and where a drafted message and a proper reminder sequence take it off your coordinators. You still decide who is good enough to put on a client's site.
Job sheets, timesheets and invoicing
The job sheet that comes back half-filled. A timesheet and a shift that do not agree, and an invoice run stalled behind somebody reconciling the two. We trace how job and time data reaches your office and where it stops, so the matching runs on its own and only the discrepancies reach a person.
Tenders, PQQs and contract mobilisation
The pre-qualification questionnaire that wants the same policies, accreditations and contract references you supplied last quarter, the tender response written over a weekend, and the mobilisation paperwork the week you win. We go through your last few bids and identify what is genuinely reusable, so drafting starts from your own answer library instead of a blank document.
What this is - and what it isn’t.
The assessment is a diagnostic and a plan. Within two working days of your call you get a passcode-protected report: the AI and automation opportunities we have found for your firm, named tools with costs and setup time, step-by-step recipes, a prompt library, an impact-versus-effort ranking, and ROI worked out on your real numbers. It is written in plain English so you can act on it - no technical background needed.
It is guidance, not us doing the work for you. If the report flags something worth building - a compliance-pack agent, say - the Custom AI Agent Build is a separate product from £949, scoped case by case. If you would rather implement the report’s quick wins yourself with someone beside you, the Implementation Kickstart (£349, 90 minutes) is there for that. The assessment always comes first.
The kind of result we publish.
Real clients, in their own words - the full story, what we found, and the measurable change in their week.
“Knowing something and doing something are completely different things.”
Questions facilities management firms ask us.
We already run a CAFM or job-management system. Does this replace it?
Compliance is not something we can get wrong. Where does AI stop?
Our engineers are on site, not sat at a desk. Does this apply to us?
Is £799 worth it for a firm our size?
One payment. A written plan,
a video walkthrough, and someone
checking in to make sure it happens.
A diagnostic session, personalised report, video walkthrough, and follow-up support. One payment, no ongoing costs.
Find out where your firm's hours actually go.
Book a 60-minute diagnostic. Get a report built around your firm within two working days, a video walkthrough, and follow-up support. Money back if it doesn't show at least 5 hours a week worth reclaiming.
Book your assessment →