FSM software for facilities management providers
Planned preventive maintenance, reactive work orders and subcontracted trades across an estate of sites, each with its own SLA and asset register. FSM Flow gives hard-FM providers one platform from helpdesk call to invoice.
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P1 reactive closed
Site 14 · attended in 52 min · SLA met
At a glance
Facilities management software, in the field service sense, is software that lets a hard-FM provider or multi-site maintenance contractor run planned preventive maintenance (PPM), reactive work orders and statutory compliance across many customer sites, with each site carrying its own asset register, service level agreement and schedule of rates. It differs from a CMMS, which optimises an owner’s own assets inside its facilities, and from CAFM, which covers space and building management: FSM software optimises dispatching technicians and subcontractors to customer sites against an SLA.
FSM Flow models an estate as customer → site → asset. PPM schedules generate the monthly, quarterly and annual visits per asset with the right checklist; the helpdesk logs reactive calls with a priority that sets the response and fix clock; AI scheduling matches the job to an in-house engineer or subcontractor by trade, certification and proximity. Engineers work from an offline-first mobile app in plant rooms and roof spaces, and completed work orders become invoices at contract or schedule-of-rates pricing, in bulk, per site or per account.
The result is a provider that can show a client across 60 sites exactly which PPMs were completed, which P1 calls met their response time, which subcontractor is late and what each site costs, and that can take on the next contract without adding helpdesk headcount.
21M+
Work orders a year processed on JLL’s Corrigo facilities platform, across 700+ clients (2026)
Source: JLL Corrigo
56,000+
Third-party service providers scored on on-time delivery and credential compliance on Corrigo (2026)
Source: JLL Corrigo
69%
Field service leaders who say proactive maintenance now outpaces reactive work (2026)
Source: TrueContext 2026 Field Service Industry Report
$14.9B
US facility management software and solutions market (2025)
Source: MarketsandMarkets
Job types
Each job type carries its priority, checklist, trade and billing rule (contract, schedule of rates or quoted), so the helpdesk and the AI scheduler already know what a call involves when it is logged.
PPM visit (monthly / quarterly / annual)
Planned visits generated per asset from the contract, with the checklist and the last readings on the app.
Reactive work order (P1–P4)
Helpdesk call logged with a priority that sets the response and fix clocks against the site’s SLA.
Out-of-hours emergency
Make-safe attendance from the on-call rota, with times stamped and overtime billed per the contract.
Statutory compliance test
Gas safety, F-Gas leak checks, PAT and emergency lighting on their own cadences, certificates attached.
Multi-trade repair (M&E, fabric, plumbing)
Mechanical, electrical, fabric and plumbing jobs matched to the engineer with the right trade and ticket.
Subcontracted specialist visit
Lifts, fire, pest or specialist works issued to a subcontractor and tracked to completion with paperwork.
Asset condition survey
Site walk-through capturing asset, condition grade and photos into the register for lifecycle planning.
Quoted works & minor projects
Repairs beyond the contract quoted with line items from the schedule of rates and approved before scheduling.
Multi-site rollout
The same job replicated across an estate, scheduled by region and reported per site and per account.
Helpdesk callback & repeat visit
Return visits tagged against the original work order so first-time fix is honest.
Mobilisation of a new contract
Sites, assets, SLAs and PPM schedules loaded from the client’s register before day one.
Contract review & reporting
Monthly SLA, PPM completion and spend reports per client generated from live work-order data.
Where time gets lost
The problems every helpdesk and contract manager recognises, and what FSM Flow does about each one.
PPM completion slips and the client finds out at the contract review.
PPM schedules generate each asset’s visits with a due window. Overdue and due-soon PPMs sit in the unassigned pool and on a per-client dashboard, so the planner fills gaps weeks ahead and the monthly report shows completion by site.
See how it worksSLAs are promised per site and measured nowhere.
Each site’s contract carries its priority bands. A reactive call logged as P1 inherits the response and fix times, the work order stamps logged, dispatched, attended and completed, and SLA attainment is a widget per client and per site.
See how it worksSubcontractors go quiet and the helpdesk chases by phone.
Subcontracted jobs are work orders assigned to the subcontractor with a limited login via roles and permissions. Their completion notes, photos and certificates attach to the job, and overdue subcontractor jobs escalate automatically through a workflow.
See how it worksNobody knows what assets are on a site until an engineer gets there.
Every site has an asset register with model, serial, install date, condition and full service history. Engineers see it on the offline-first mobile app before they arrive, and condition surveys update it from the field.
See how it worksInvoicing 60 sites at three different rate cards takes a week.
Completed work orders are invoiced in bulk at contract, schedule-of-rates or quoted pricing with the right tax and terms per site, and roll up to the client account. Days to invoice drops to zero.
See how it worksStatutory certificates are scattered across email and vans.
Gas safety records, F-Gas logs, PAT results and emergency-lighting tests are recorded on the asset with the certificate PDF attached, so the compliance pack for any site is a report, not a search.
See how it works
Built for facilities management providers
One platform for the helpdesk, the planners, the engineers, the subcontractors and the AI that connects them.
Customer → site → asset hierarchy
Estates of any size, with contract terms, SLAs and asset registers per site rolling up to the client account.
- Asset register with condition and service history
- Site-level contacts, access notes and documents
- Reporting per site, region and account
PPM schedules
Define the frequency and checklist per asset and FSM Flow generates the visits, places them in their windows and tracks completion.
- Monthly, quarterly, annual and statutory cadences
- Checklists and readings per asset type
- PPM completion by site and client
Reactive work orders with SLA clocks
Helpdesk calls logged with priority, response and fix times from the contract, stamped at every status change.
- P1–P4 priority bands per contract
- Logged, dispatched, attended, completed time stamps
- Out-of-hours on-call rota
AI scheduling by trade and proximity
A drag-and-drop board with day, week and month views that matches jobs to engineers or subcontractors by trade, certification and location.
- Gas Safe, F-Gas and electrical certifications on profiles
- Unassigned pool for incoming reactive calls
- Multi-trade teams on one board
Subcontractor management
Issue jobs to subcontractors, give them a limited login, collect their paperwork and track on-time completion.
- Roles and permissions for subcontractor users
- Certificates and photos attached to the job
- On-time completion per subcontractor
AI assistant & workflows
Ask “which sites have open P1s older than four hours?” or automate the escalation when a subcontractor misses a response time.
- Natural-language questions on live work-order data
- Workflow builder for SLA escalations and client notices
- AI-generated monthly client dashboards
A day with FSM Flow
How a provider covering 180 retail and office sites gets through PPMs, reactive calls and subcontractors without adding helpdesk staff.
- 6:30 am
The week’s PPMs are already placed
Overnight, the scheduler laid out the month’s AHU, boiler and emergency-lighting PPMs by region, leaving buffer in each zone for reactive calls, each with the checklist attached.
- 7:30 am
Engineers open their first site
Each engineer sees the site’s access notes, the asset register and last quarter’s readings on the mobile app, offline in the plant room, and marks the first job en route.
- 8:40 am
A P1 comes into the helpdesk
A retail site has no heating on a cold morning. The call is logged as P1 with a two-hour response under that client’s SLA. AI suggests the Gas Safe engineer 20 minutes away and the store gets a confirmation.
- 9:25 am
Attended, made safe, quoted
The engineer stamps attended at 45 minutes, isolates a failed boiler pump, and builds a quote from the schedule of rates for the replacement, sent to the client for approval from site.
- 11:00 am
A subcontractor completes the lift PPM
The lift contractor marks the job complete from their limited login, attaches the service sheet and the LOLER report, and the asset’s next due date updates automatically.
- 2:15 pm
Condition survey updates the register
At a newly mobilised site, an engineer walks the plant, adds two unrecorded AHUs and grades the roof-top condenser as poor, feeding the client’s lifecycle plan.
- 4:45 pm
Invoices and SLA reports close the day
Completed PPMs and reactive jobs are invoiced in bulk at each client’s rate card, and the AI assistant produces this week’s SLA attainment and PPM completion per client.
Compliance & records
FSM Flow stores the evidence against the asset, the site and the engineer, so a client audit or a statutory inspection is a report away.
Statutory compliance pack per site
Gas safety records, F-Gas leak-check logs, PAT testing results and emergency-lighting and fire-alarm service records attached to the asset, with certificates as PDFs and a full audit trail.
SLA evidence
Logged, dispatched, attended and completed time stamps on every reactive work order, reportable per client, site and priority for the contract review.
PPM completion records
Completed checklists with readings and photos per asset per visit, so the planned maintenance record is complete when the client or their insurer asks.
Subcontractor credentials
Insurance, accreditation and certificate expiry dates on each subcontractor profile, with their job paperwork attached to the work order.
Engineer certifications
Gas Safe, F-Gas, electrical and other trade certifications with expiry dates on each profile, matched to jobs by the scheduler and printed on job sheets.
Asset register & condition
Model, serial, install date, condition grade and replacement recommendation per asset, with condition surveys updating the register from the field.
Numbers worth watching
Every one of these is a dashboard widget in FSM Flow, or a question you can ask the AI assistant.
SLA attainment (response and fix)
The contract metric. Response and fix times are stamped on every reactive work order and reported per client, site and priority.
Public-sector examples: emergency response in 1 hour, make-safe in 2 hours (DC DGS)PPM completion rate
Planned visits completed within their window; gaps are visible on the planner’s dashboard before the client sees them.
Target 100% in windowReactive-to-planned ratio
A high reactive share signals weak PPM or failing assets; FSM Flow reports it per site and per asset type.
69% of leaders say proactive now outpaces reactive (TrueContext, 2026)First-time fix rate
Driven by asset history and van stock; repeat visits are tagged against the original work order.
Median 75% across service organisations (Aquant, 2025)Subcontractor on-time completion
Jobs completed within the issued response time per subcontractor, the same basis large FM platforms use to score providers.
Cost per site per month
Labour, parts and subcontractor spend per site against the contract value, so loss-making sites are visible before renewal.
What is facilities management software?
What is the difference between CMMS, CAFM and field service management?
How does FSM Flow manage planned and reactive maintenance across sites?
How are SLAs and schedules of rates handled?
Can subcontractors use FSM Flow?
Does the mobile app work in plant rooms and basements without signal?
How much does FSM Flow cost for a facilities management provider?
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All solutionsReady to run your facilities business on FSM Flow?
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