Commercial facilities operators often live in firefighting mode, with every breakdown a tenant complaint and every fix an emergency rate. An asset registry generates work orders on schedule, books the right vendor by trade and zone, and closes each job with photo proof.
Typical results
94%
On-time preventive tasks
620
Assets under management
-18%
Monthly maintenance spend
Figures reflect typical results for this kind of automation.
The challenge
Service intervals lived in a binder and in one technician's head. HVAC filters went unchanged until airflow complaints, elevator servicing slipped until an entrapment call, and every failure meant emergency rates, angry tenants, and a scramble to find whichever vendor answered. Nobody could say when an asset was last serviced or whether the warranty still applied.
Before and after
Emergency callouts
−45%Preventive tasks on time
+71%Maintenance spend
−18%The automation
We built an asset registry covering 620 assets across the portfolio, each with its make, location, and service interval. When an interval comes due, a Make scenario generates the work order, attaches the asset's service history, and books the right vendor by trade and zone with access instructions. Technicians close jobs from their phones with completion photos and notes, and every visit writes back to the asset's record — feeding warranty claims and smarter intervals.
How it works
- 01
Registry built
Every asset — HVAC units, elevators, pumps, generators — is logged with make, location, and service interval.
- 02
Orders generated
When an interval comes due, a work order is created automatically with the asset's history attached.
- 03
Vendor booked
The right vendor is picked by trade and zone and receives the job with access instructions.
- 04
Proof captured
Technicians close jobs from their phones with completion photos and notes.
- 05
History compounds
Every visit writes back to the asset's record, feeding warranty claims and smarter intervals.
Starts from
- Asset registry & intervals
- Vendor roster by trade & zone
Delivers
- Work orders to vendors
- Completion photo proof
- Service history per asset
The impact
Emergency callouts typically fall around 45 percent, from about 22 a month to 12, and preventive task completion climbs from 55 to 94 percent. Monthly maintenance spend can drop from 95 to 78 thousand shekels as emergency-rate work disappears, and every asset gets a full, photo-documented service history.
Questions about this automation
How does the planner know when a work order is due?
Each asset in the registry carries its service interval, for example quarterly for HVAC filters or monthly for elevator checks. A scheduled job compares those intervals with the last completed visit every day, and when one comes due it opens a work order with the asset's location, make and full service history attached.
How is the right vendor chosen for each job?
Vendors are listed by trade and by the zones they cover. The work order engine matches the asset's trade and location to that roster and sends the job with access instructions. If a vendor declines or does not confirm within a set window, the job can move to the next vendor and the facilities manager is alerted.
What does an operator need to get started?
A list of assets with their locations and recommended service intervals, even if it currently lives in a spreadsheet or a binder, plus a vendor roster by trade and zone. Technicians only need a phone to close jobs with photos. This is a multi-step build, usually rolled out in stages, starting with the registry.