Why most facilities management software projects stall
Facilities management is a paperwork-heavy industry, and most FM contractors are still running the business on spreadsheets, paper forms, and emailed PDFs instead of proper facilities management software. Site teams are spending hours on paperwork they should be spending fixing kit. Project managers are firefighting the same reporting gaps every week. These are the challenges we hear from facilities management contractors:
Site vs office workers
Your engineers fix problems in the field, then spend their evenings typing up what they did. No real-time visibility means office staff are always one step behind.
Paper-based progress
Photos stored on phones. Site diaries hand-written and scanned back at the office. Permits signed on-site but filed weeks later when the admin finally catches up.
M&E documentation
Month-end close-out packs are compiled manually from emails, scattered Excel trackers, and site records. Missing one certificate blocks the whole handover.
Subcontractor chaos
Every sub has their own system. Progress reports arrive in different formats, or not at all. Tracking variations across multiple contractors means chasing emails every week.
No programme visibility
Your programme is "live" in someone's spreadsheet. By the time you spot a delay, you're already three weeks behind. No early warnings, just firefighting.
Intelligence and reporting
Management want KPIs. The client wants monthly performance dashboards. You're still copy-pasting numbers between spreadsheets and praying the formulas are right.
Facilities management software built for the way FM actually works
Unlike generic software consultancies, we understand facilities management operations. We know why paper-based progress tracking fails. We know why subcontractor coordination breaks down. We know why handover documentation is painful.
Every solution is architected properly from day one: governed data models, role-based security, offline capability for site teams, and full documentation so you are never dependent on us to make changes. You can see this in practice in our asset management case study, built for a UK FM operator. For the canonical Microsoft reference, see the Microsoft Power Platform documentation on Microsoft Learn. Good facilities management software should make that the default, not the exception.
Built governance-first, not added as an afterthought
- Fixed-price discovery phase, no surprises
- Weekly progress updates, full transparency
- Complete technical documentation
- Built in your Microsoft tenant, you own it
- 30 days post-launch support included
Facilities management software for the site and the office
Every piece of facilities management software we build runs on the same Dataverse backbone, so your inspections, permits, and contractor records all stay in sync. Here is what we deliver most often for FM operators.
Site Mobilisation Automation
Streamline new site setups with automated checklists, permit tracking, and contractor onboarding. Digital forms capture everything on-site, with no paper, no re-keying, and no missing compliance docs.
Variation Inspection Checks
Mobile apps for PPM, reactive, and compliance inspections with offline sync.
Safety & Compliance App
Track permits to work, RAMS approvals, and certification with full audit trail.
On-Demand Contact Application
Instantly access critical contact information for every subcontractor, supplier, and project stakeholder, directly from site.
Subcontractor Toolkit
Portal for subs to submit progress, photos, variations and certificates directly into your system.
Document Handback
Automated M&E pack assembly with missing document alerts and version control.
Contract Management
Create, send, and track contracts digitally. Pre-built templates, e-signatures, automatic reminders, and complete audit trail.
Facilities management software built on Power Platform, not bolted onto it
We build facilities management software the way an in-house FM systems lead would. Off-the-shelf CAFM rarely fits, so our facilities management software is shaped around your actual processes, not a vendor's template. Every canvas app sits on Dataverse, plugs into your existing CAFM or finance system, and runs inside your own Microsoft 365 tenant. Your asset data, PPM schedules, and contractor records never leave the UK.
That means one source of truth across your entire facilities management operation, for your engineers in the field and your admin team in the office. Variation inspections, RAMS approvals, and PPM jobs all run through the same facilities management software backbone. No double-entry across spreadsheets. No mystery overnight syncs to chase when something fails. For the official Microsoft reference, see the Microsoft Power Platform documentation on Microsoft Learn.
FM-specific questions answered
Can't find what you're looking for? Contact us and we'll answer within one business day.
Do you integrate with our existing CAFM system?
Yes. We build integrations depending on capability, and most facilities management businesses we work with keep their existing CAFM in place. We use Power Automate and custom connectors to keep your existing systems running while adding Power Platform on top.
Can you manage multiple sites simultaneously?
Absolutely. Dataverse handles multi-site operations natively. You get a single view across all contracts with granular filtering by site, contract, engineer or asset. Permissions are set so each client only sees their own data.
Does the app work offline on site?
Yes. By request our apps can support offline mode with local data sync. Engineers can raise jobs, complete permits and capture photos without signal. Everything syncs automatically when connectivity is restored.
How long does a typical project take?
Most FM projects go live in 6 to 8 weeks from the start of development, depending on complexity. We always agree a fixed timeline before we start, with full requirements.
Do we need our own Microsoft licenses?
Yes. Power Platform runs in your Microsoft 365 tenant, so you'll need appropriate licenses for users. We help you understand exactly what's needed and right-size your licensing based on how many people will use each app. Power Apps Premium licences are recommended.
What happens after the project goes live?
We include 30 days of post-launch support with every project to handle any teething issues. After that, you can manage the solution yourself using our documentation, or we can provide ongoing support through a monthly retainer. You own everything. It's built in your tenant, so you're never locked in.
Ready to move beyond spreadsheets?
Book a free 30-minute discovery call. We will map your current processes, identify where Power Platform delivers the highest ROI and give you a clear picture of what is possible — with no commitment required.