Facilities management (FM) software enables organizations to manage their entire repair and maintenance program from a web-based dashboard. FM software is designed to help businesses save time and money by properly managing their buildings, spaces, and occupants more efficiently and effectively.

Facilities management software tools enable multi-site facility managers to perform a range of functions related to ongoing maintenance and repair, including asset management, commercial contractor sourcing and compliance, work order fulfillment, preventive maintenance scheduling, invoicing, and analytics. With a comprehensive facilities management platform in place, FM teams can adequately track usage of space, analyze spending patterns over time, increase energy efficiency, and cut costs – all while enhancing communications with service providers and internal stakeholders.

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What are the Benefits of Facilities Management Software?

A robust facilities management software system will facilitate the complete range of tasks necessary to ensure 24/7 brand support across all locations while also providing strategic insights into facility maintenance costs and resource allocation. Key benefits of FM software include streamlined contractor invoicing and payment processing, improved visibility into work order management, and increased access to facilities data.

Facilities Management Software System

Repair & Maintenance Management

The primary responsibility of any FM team is keeping assets in optimal working condition, which involves proactive scheduling of any needed repairs or maintenance. Facilities management software makes it easy for FMs or store managers to submit work orders on the go, track their status, and ensure completion.

Parts & Supply Management

FM software provides an easy-to-use mechanism where businesses can buy approved sourced and contracted materials. Maintaining control over these purchases helps businesses save money, ensure quality, streamline ordering, and keep track of warranties.

Settlement/Payment Processing

Using facility management software, contractor invoices can be submitted online, validated against contracted rates and applicable sales taxes, coded for G/L processing, and linked with third-party accounting systems. This reduces both time and payment processing costs via direct electronic processing.

Asset Management

FM software provides a single platform where a comprehensive record of all equipment and locations, including all work history and maintenance records, can be stored. This simplifies the tagging, management, and tracking of equipment warranties, mandatory inspections, and planned maintenance. 

Proposal Management

Most facilities management platforms offer digital RFP management, which allows FMs to easily send a Request for Proposal (RFP) to one or more contractors, monitor RFP status, and quickly accept or sign contracts.

Call Center Access

Facility management software often includes a call center access for 24/7 work order submissions by location staff over the phone phone. This allows for formal follow-up of time-sensitive service requests to ensure timely contractor performance and reassignment, if needed.

Contractor Sourcing and Management

With FM software, facilities teams can access qualified, vetted, and insured contractors and all contractor data, including W-9 forms and insurance information, through a centralized database. This simplifies the contracting process and ensures higher quality work at a lower cost. 

Preventive & Scheduled Maintenance

Preventive maintenance is the key to keeping R&M costs down. With FM software, you can schedule, authorize not-to-exceed (NTE) pricing, and validate all preventive and scheduled facility maintenance eventsincluding mandatory inspections.

Open and Scalable Architecture

Cloud and SaaS-delivered facilities management software works regardless of the underlying IT platform and can easily be adapted to company-wide system updates or changes.

Why is Facilities Management Software Important for Today’s Businesses?

FM software captures all the data related to your facilities maintenance program and provides valuable insights using descriptive and predictive analytics. All your service requests, work orders, planned maintenance schedules, and equipment data – including invoices and warranties – are consolidated onto a single platform. Contractor check-ins and check-outs are easily stored and accessed.

The result? Not just better facility management performance, but better financial performance across all your repair and maintenance activities – which tranlsates to significant impact on your company’s ROI.

Which Industries Can Benefit from FM Software?

Facilities management software has revolutionized the way locations are maintained for leading retailers, restaurant chains, and convenience stores, just to name a few. Today, emerging businesses ranging from fitness studios and retail healthcare clinics to grocers, financial institutions, and self-storage companies are also beginning to recognize the need for a digitized repair and maintenance platform.

retail industry

Retail

Retail store managers should spend the majority of their time interacting with customers and driving sales – not behind the scenes, dealing with equipment failures or maintenance issues. With ServiceChannel retail facility management software, store managers and other employees can quickly submit a work order through the platform and track its status in real time. Want to learn more about how FM software can cut costs and improve the retail customer experience? Read our latest case study, 64% Increase in Work Order Volume with Same Staff Level.

luxury retail industry

Luxury Retail

Maintaining a pristine store atmosphere is top priority for luxury retail brands. Consistency across locations is paramount; therefore, preventive maintenance is often the primary focus of luxury retail facilities management. Facilities management software for luxury retail helps brands maintain a premium customer experience by minimizing downtime and allowing FMs to thoroughly vet contractors to ensure any repairs are done correctly, the first time.

restaurant industry

Restaurant

Restaurant facility management software delivers value to chain, quick-service, and franchise restaurant clients. Restaurants face unique challenges when it comes to facility management: Maintaining expensive kitchen technology, preventing equipment breakdowns, and ensuring cleanliness is paramount. FM software helps restaurants prioritize preventive maintenance to reduce or eliminate downtime, helping to optimize the in-restaurant dining experience.

healthcare industry

Retail Healthcare

From urgent care centers and retail healthcare clinics to freestanding or hospital-sponsored off-campus “emergency departments,” healthcare facilities management demands a great deal of detail. It’s imperative that specialized clinical equipment and related supplies are properly maintained, professionally serviced, and rapidly repaired – and that the clinical environment as a whole remains clean, comfortable, and sanitized. 

Grocery & Convenience Store industry

Convenience Store

In the hypercompetitive convenience store (C-Store) market, the business model is rapidly expanding to include quick-serve restaurants, coffee islands, financial services kiosks, cashier-less checkout, and even showers. To service these new assets while continuing to focus on being fast, friendly, and clean, facilities management software for convenience stores should be considered a key investment.

Unique Facilities Management Software Features from ServiceChannel

ServiceChannel is the #1 facilities management platform for businesses across all industries and verticals. With our state-of-the-art Service Automation platform, facilities departments can cut costs, increase time-to-resolution speed, and improve the end-to-end customer experience. Our easy-to-use interface and real-time data let you meet SLAs, deliver higher quality of service, and readily identify location, equipment, contractor, and trade expenses that are out of line.

  • Simplified Work Order Management – Location staff can enter facility maintenance service requests directly into system; work orders are then routed to the appropriate contractor at appropriate, pre approved rates.
  • Staffing Support – One-on-one support from experienced ServiceChannel staff for ongoing solution upgrades and maintenance, contractor and site-specific location onboarding, and scalability as your organization continues to grow.
  • Refrigerant Tracking – Track your refrigerant use on the ServiceChannel platform with automated information capture and scheduling of follow-up maintenance. Refrigerant Tracking Manager helps you maintain EPA compliance, avoid fines, and reduce downtime.
  • Software as a Service (SaaS) Platform – Our continually updated, cloud-based facility management system eliminates costly software installs and upgrades and removes the burden of supporting additional hardware – all of which dramatically reduces total cost of ownership.
  • Contractor Scorecarding – Compare service performance across all your facility maintenance vendors and contractors via real-time scorecards. Use historical data to find and hire the best service providers for every job without exceeding budgetary limits.
  • Spend Analysis All facilities management spend data and analytics are displayed in real time in easy-to-read dashboard graphics. View historical data, identify trends and outliers, benchmark against goals and industry standards, and forecast future spend.
  • Real-Time GPS Tracking – Track contractor check-in/check-out times via GPS geolocation tracking and mobile phone interactive voice response (IVR). Avoid paying for time not spent on the repair, improve safety, and streamline the contractor management process.
  • Mobile App – Access the ServiceChannel platform anywhere, anytime, and on any device with the Mobile Facility Management App. Reduce time-to-resolution with instant access to work order lifecycle management and conduct on-site inspections with your smartphone or tablet.
  • Third-Party Integrations – ServiceChannel’s facility management software easily connects to other corporate platforms such as third-party accounting and payment systems, minimizing data input errors and streamlining payment and audit processes.
  • Easily Source and Credential Contractors – Enjoy simple, automated processes for maintaining and updating contractor contact and payment information, and track insurance and certifications. Plus, access our contractor directory to find qualified service providers with the right skills for the specific project.

FAQs About Facilities Management Software:

Facility management software is designed to streamline repair and maintenance programs by automating the work order process, facilitating preventive maintenance, and providing a wealth of valuable data around facility performance and spend. This allows FM teams to make calculated decisions, implement the correct measures, and track outcomes in real time. 

Of course, every business has different needs when it comes to facilities management. Before implementing an FM software solution, businesses should consider the following questions:

What are the Types of Facility Management Software?

There are several types of facilities management software on the market today. CAFM software, which stands for Computer-Aided Facility Management, offers administrative capabilities to facilities managers such as tracking, management, planning, and reporting on physical spaces and business locations. CAFM software serves primarily as a database for FM related equipment, spending, and activities, and often includes BIM or CAD functionality.

CMMS (Computerized Maintenance Management Software) is another type of facility management software that contains many of the same features as CAFM software but provides a somewhat deeper look into a company’s maintenance planning and execution. CMMS software may include automated maintenance scheduling and tracking capabilities; it is particularly geared towards preventive maintenance.

Finally, Service Automation software combines many of the best features of both CAFM and CMMS platforms, but takes them a step further. A Service Automation platform includes powerful analytics, machine learning capabilities, work order automation, contractor sourcing, payment processing, and integration with third-party software. Service Automation is the most comprehensive type of facility management software, designed to strategically align facility maintenance and upkeep with big-picture organizational goals.

How Can FM Software Help Businesses Cut Costs?

Implementing FM software is one of the fastest ways to reduce facility management spending. Simply moving from an error-prone, inefficient pen-and-paper system to a digitized and automated platform decreases the time and resources that must be dedicated to work order management, allowing FM teams to instead focus on forward-thinking, preventive measures. Plus, access to advanced analytics makes it easy to pinpoint patterns of overspend and core areas of improvement so that these can be quickly addressed and reversed.

Facility management software also integrates with third-party financial systems to help businesses improve transparency into R&M spending, avoiding the time-consuming process of manual data entry. With FM software, businesses can access valuable metrics such as cost per square foot per year, per user, per workplace, per month, and many other relevant reports. This data helps facilities teams identify areas that need improvement and come up with solutions to strategically reduce costs.

Finally, FM software makes it easier for businesses to enact preventive maintenance schedules. Preventive maintenance saves money by reducing the number of breakdowns and emergency repairs that a business experiences each year, while also preventing warranty leakage and unnecessary equipment replacements. With an automated preventive maintenance schedule in place, assets will last longer, and overall maintenance spending will be greatly reduced.

What is the ROI of Facility Management Software?

Facility management software typically has a strong ROI, especially for multi-location businesses whose facilities programs have previously been run on pen-and-paper. Oftentimes, the savings brought about solely by switching to electronic payment processing (as opposed to manual invoicing) is enough to offset the cost of the software, and then some.

To estimate potential ROI for facilities management software, multiply your total annual maintenance expense by the total annual savings percentage expected as a result of the software implementation. This value represents your total annual efficiency savings. Subtract the cost of the FM software from the total annual efficiency savings to determine total annual ROI savings.