Kuulo
Technology Consultancy for Facilities Management Providers
Your CAFM or IWMS may manage the service. Your teams may still be re-entering it into every customer's system.
Talk to us about facilities management →
The operation in context
The gaps around your facilities management operation matter.
Facilities management providers coordinate assets, engineers, subcontractors, planned maintenance, reactive work, SLAs, compliance, customer communication and invoices. A CAFM or IWMS can create a strong operational backbone. The friction appears when every customer has a different portal, approval process, data structure and reporting requirement.
Our FM consultancy helps providers improve that operating model through contract and process review, data governance, workflow automation, reporting, software modernisation and integration where it makes customer-specific work repeatable.
Manufacturing platforms
A familiar pattern
Does this sound familiar?
What keeps repeating
The same work moves through too many places.
A job is created in a customer portal, then re-entered into your CAFM or scheduling system.
Engineers complete work in one mobile workflow while the customer needs evidence in another portal.
Where the gap appears
The hand-off is where the friction starts.
Asset identifiers and site information differ between customers.
Subcontractor certificates, SLA evidence and remedial actions are chased by email.
What it affects
The cost stays hidden until it becomes urgent.
Invoice approval depends on reconciling work completed across several systems.
The contract is profitable only if teams can manage the customer-specific process without multiplying administration.
The cost of leaving the gaps in place
Small repeated gaps can become a material annual cost.
Repeated admin
£41,667
8 min/job · 50 jobs/day · £25/hour
per year
Rework event
£24,000
2 invoice queries/week · £250 each
per year
Estimated annual cost
£65,667
A simple annual view before considering customer delay, margin impact or key-person risk.
Illustrative planning model only. Replace the assumptions with your own volumes, loaded labour cost and exception values before using this in a business case.
Duplicate entry across customer and internal systems takes time from service management. It also creates mismatched job status, delayed approvals, missed evidence and avoidable invoice queries. When each new contract introduces another portal and another spreadsheet, the cost of winning work can grow alongside revenue.
A repeatable integration pattern can protect margin and make the operation easier to scale without asking customers to change the systems they mandate.
The opportunity
What stronger digital operations can unlock
Designed around the way your operation works.
The value is not another layer of technology. It is a more dependable way to manage production, quality, reporting and growth.
Make your manufacturing business work better
We help you improve the tools you already use, automate repetitive work, and connect or modernise systems where it makes the most sense.
Understand your setup
Audit your current tools, workflows, and reporting to identify what is slowing the business down.
Improve everyday work
Increase adoption, automate repeatable processes, and give your team clearer information.
Build for what’s next
Modernise unsupported tools or integrate your systems to create a more reliable foundation for growth.
Workflow example
from duplicate entry to one controlled service record
Before
9 stagesAfter
6 stagesThe goal is not to force customers onto your system. It is to reduce the amount of work needed to keep both records accurate.
Current technology
Existing FM software is not necessarily the problem
Planon describes IWMS capabilities across real estate, space and workplace services, asset and maintenance management, and energy and sustainability. MRI Evolution positions itself as a CAFM platform for maintenance, compliance, assets, teams, contractors and analytics. The broader FM market also includes customer portals, job management, document and compliance platforms.
These systems can provide a strong backbone. The unique difficulty for an FM provider is that the service is delivered inside a landscape the provider does not control. We can review the contract process, improve data quality, automate repeatable administration, strengthen reporting and create reusable workflows before recommending wider technical change.
A practical starting point
Advice before automation.
We assess how your operation really works, then recommend what you need—not technology for its own sake. Sometimes that is AI; sometimes it is a workflow, report, internal tool, modernisation project or system connection.
Assess my facilities management operation →Problems we can solve
Find the workflow that needs attention first.
Use the arrows to explore
Contract, process and software audits
Customer portal and structured file workflows
Asset, location and contract-data consolidation
Engineer and subcontractor processes
SLA, compliance and evidence reporting
Customer-specific dashboards and service packs
Planned and reactive maintenance workflow improvements
Invoice approval and proof-of-service flows
Legacy FM system and spreadsheet modernisation, with integrations where needed
Other operational scenarios
Where the same pattern appears in practice.
Select a scenario
Selected scenario
Multi-site FM provider
A multi-site FM provider may need to standardise asset and location data across contracts with different customer portals.
Frequently asked questions
Frequently asked questions
Any questions?
We got you.
Find clear answers to the questions that usually come up when improving an operation, its software or its workflows.
Can you review our FM contracts and operating processes?
Yes. We follow a real service line from request through scheduling, delivery, evidence, SLA, invoice and report.
Can you work with Planon or MRI Evolution?
We can assess the platform capability and the wider systems used by the provider and customer.
Can you improve contractor compliance?
Yes. We can help organise certificates, approvals, work records and evidence around the relevant supplier, site or contract.
Can you build customer-specific reports?
Yes. We can create repeatable reporting patterns from approved operational data.
How do we avoid a bespoke solution for every contract?
By separating the reusable service process from the customer-specific mapping, outputs and exceptions, then automating or connecting only where it is worthwhile.
Next step
Make every FM contract easier to operate.
If your teams are entering jobs twice, uploading the same evidence repeatedly or reconciling several contract reports by hand, we can help you identify a reusable process or technology improvement.
Assess My FM Operations →Make the next decision clearer
Bring us the problem behind the brief.
We will look at the work you already run, the constraints around it, and the smallest useful step worth proving.
Start a conversation
Choose how to begin.
Book a focused conversation or send us the context first. Both routes start with the work as it is.