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Industry · Services

ERP for maintenance and facilities service providers

Maintenance contractors manage thousands of assets across client sites — HVAC units, lifts, fire systems, electrical installations — each with service schedules, compliance inspections and repair histories. Contracts define response times and what is included.
Discuss Maintenance ERPImplementation roadmap
  • M01Field Service
  • M02Maintenance
  • M03Helpdesk
  • M04Inventory
  • M05Sales / Contracts
  • M06Accounting

Context

ERP in maintenance services

The ERP must turn contracts into scheduled work, track reactive jobs against SLAs, and bill accurately for what is in and out of scope.

01Operational challenges

What usually breaks before the ERP project starts

01

Planned maintenance slipping

Scheduled visits missed or not recorded.

02

SLA breaches

Response times not measured until clients complain.

03

Scope disputes

Unclear whether repairs are covered by contract.

04

Subcontractor coordination

Specialist work subcontracted without tracking.

02Core flows

How the ERP should handle each part of the business

Sales flow
Maintenance contracts with fixed fees and rates for out-of-scope work.
Procurement
Parts and subcontractor services purchased against jobs.
Inventory
Parts stock in stores and vans.
Warehouse
Parts stores and van replenishment.
Accounting
Contract revenue, chargeable work billing and profitability per contract.
CRM
Client sites, contracts and renewals.

03Industry workflows

Workflows specific to maintenance services

01

PPM scheduling

Planned visits generated from asset schedules.

02

Reactive jobs with SLA

Response targets by priority, with timers and escalations.

03

Scope check

Jobs marked in or out of contract scope before work proceeds.

04

Compliance certificates

Inspection results and certificates stored per asset.

04 — Reporting

Reports that should come out of the system, not a spreadsheet

  • PPM completion rate
  • SLA compliance by client
  • Contract profitability
  • Asset failure frequency
  • Out-of-scope revenue
  • Subcontractor performance

05 — Compliance

Compliance considerations

Statutory inspections (fire safety, gas, electrical, lifts), technician qualifications and health and safety records. Certificates and records per asset support client audits.

Regulatory requirements vary by jurisdiction. We configure the system to support your obligations; confirm specific rules with your auditor or compliance advisor.

06 — Integrations

Systems the ERP needs to talk to

Client helpdesk systems, building management systems, mobile apps and accounting integrations are typical.

07AI opportunities

Where AI is genuinely useful here

Practical uses that sit on top of clean ERP data. None of them replace getting the core transactions right first.

01

Request triage

Classify client requests by trade and priority.

02

Report drafting

Draft client visit reports from technician notes.

03

Asset risk signals

Highlight assets with repeated failures.

08ERP modules

Modules a typical deployment includes

  • M01Field Service
  • M02Maintenance
  • M03Helpdesk
  • M04Inventory
  • M05Sales / Contracts
  • M06Accounting
  • M07Purchasing
  • M08Documents

09Roadmap

Implementation roadmap

  1. 01

    Asset register

    Client sites and assets with schedules.

  2. 02

    Contracts and PPM

    Contract terms generating planned work.

  3. 03

    Reactive and SLA

    Helpdesk and SLA tracking.

  4. 04

    Billing and insight

    Out-of-scope billing and reporting.

10Common mistakes

Mistakes we see repeatedly

01

Incomplete asset registers

PPM is only as good as asset data.

02

SLAs not configured

Measure response from the moment requests arrive.

03

Scope ambiguity

Define contract inclusions clearly in the system.

04

Certificates on paper

Digitise compliance records.

Explore further

Related services, solutions and platforms

Services

Solutions

ERP platform

Insights

Related reading

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FAQ

Frequently asked questions

Can we track SLAs?

Yes, with priority-based targets and timers on jobs and tickets.

Can clients log requests online?

Through a portal or email-to-ticket integration.

Can we bill out-of-scope work automatically?

Jobs flagged as chargeable can be invoiced using contract rates.

Similar industries

Industries with related workflows

Professional ServicesProjects, timesheets, utilisation, billing and resource planning for consultancies and agencies.Field ServiceWork orders, technician scheduling, mobile job completion, parts, contracts and service billing.Equipment RentalRental ERP for availability, contracts, check-out and returns, damage charges, maintenance and utilisation.

Next step

PPM and SLAs under control?

We will review your contract-to-job flow.

Discuss Maintenance ERPAll industries