Software for facility management companies
Every client site on one platform, SLA compliance visible to the client, manpower billing backed by verified attendance, and PPM running across sites without a supervisor holding it together.
Software for facility management companies runs multiple client sites from one login with per-site scopes, tracks SLA compliance on dashboards clients can see, links staff attendance to manpower invoicing, and schedules preventive maintenance across every site under management.
The hard parts of running an FM business
An FM company sells compliance with a scope of work, and mostly cannot prove it delivered.
Dozens of client sites with different scopes
Each contract has its own scope, headcount, SLA set, reporting requirement and escalation path. One client wants a monthly report, another a weekly one, a third wants a dashboard. Every site is a variation.
Standardising is impossible because the contracts differ, so operations end up run per site by whichever supervisor holds that account — and the business has no consistent view of its own delivery.
Proving SLA compliance to clients
Contracts specify response and resolution times, cleaning frequencies, patrol rounds and PPM schedules. At renewal the client asks whether they were met, and the honest answer is usually that nobody measured.
The absence of evidence hurts most at exactly the wrong moment. An FM company that performed well and cannot demonstrate it competes on price at renewal, because it has nothing else to compete on.
Deploying staff and verifying attendance for billing
Manpower is the bulk of an FM invoice, and it is billed against a contracted headcount. Where actual deployment falls short — absence, unfilled positions, staff moved between sites — the client is being billed for hours not delivered, which is the dispute that damages relationships most.
Without verified attendance the FM company itself often does not know, which means it cannot correct the problem before the client discovers it.
How KeyMatrix runs an FM business end to end
One platform, many sites, with the client seeing their own site and nothing else.
Multi-site operations under one login
Every client site is configured with its own scope, headcount, SLA set, asset register and schedules, under one account. Your operations team sees the portfolio; each client sees only their own site.
A new site is onboarded from a template for that contract type — scopes, schedules and SLAs pre-configured — which is what makes it possible to mobilise a site in days rather than weeks.
SLA tracking with client-visible dashboards
Response and resolution times per ticket, cleaning and patrol completion against schedule, and PPM compliance per asset, measured continuously and shown on a dashboard the client can log into.
Client visibility is the commercially significant part. A client watching live compliance raises fewer disputes, and a renewal conversation backed by twelve months of measured performance is a different conversation from one based on impressions.
Attendance-verified manpower billing
Staff punch in at the site through geo-fenced app or a fixed biometric or face device. Deployment against contracted headcount is visible daily, gaps surface immediately, and the monthly invoice is supported by an attendance report the client can verify.
This cuts both ways and that is the point. It protects the client against being billed for undelivered hours, and it protects the FM company against a claim of under-deployment that never actually happened.
PPM and asset care across sites
Each site’s assets carry their schedules and AMC linkages, work orders raise themselves on due dates, and technicians complete checklists at the asset with readings and photographs.
Across the portfolio this gives an FM company something it rarely has: comparable data on how equipment behaves across many buildings, which informs both the maintenance regime it recommends and the price at which it can safely bid.
Features these teams use most
The same platform, but these are the parts this kind of operation leans on hardest.
Work orders and PPM
Every client site's assets on schedules with completion evidence, and comparable data on how equipment behaves across many buildings — which informs what you can safely bid.
Staff attendance
Deployment against contracted headcount visible daily, with the monthly invoice supported by an attendance report the client can verify. It protects both sides.
Reporting dashboards
SLA compliance the client can log in and watch, which changes a renewal conversation from impressions to twelve months of measured performance.
Helpdesk
Tickets with SLAs and escalation per contract, so each site is run to its own scope without your supervisors holding the differences in their heads.
Why teams switch to KeyMatrix
FM companies switch to change what they compete on. A firm that can show measured SLA compliance and verified deployment competes on delivery; one that cannot competes on rate, and rate competition in FM is a race nobody wins.
The second reason is margin protection. Attendance verification usually finds deployment gaps the company did not know it had, and closing those protects both the client relationship and the contract’s profitability.
The honest constraint: this works when your clients accept a shared system. An FM company whose largest client insists on its own platform will be running two systems for that account, and that should be priced into the decision rather than discovered during rollout.
- Compete on delivery, not on rate. Which requires measurement to be possible.
- Attendance verification finds gaps. Usually including ones you did not know about.
- Sites mobilise from templates. Days rather than weeks.
- Client acceptance is the constraint. Some will insist on their own platform.