Maintenance team spending more time chasing outstanding work orders and checking whether PMs have been done than actually managing the maintenance programme?
Statutory compliance inspections tracked in a spreadsheet with no automated alerts when certificates are approaching expiry or inspections are overdue?
Maintenance Management Software
Custom CMMS and maintenance management platforms covering planned preventive maintenance schedules, reactive work orders, asset service history, statutory compliance tracking, and the technician mobile app that field teams actually use.
Reactive maintenance costs more than planned maintenance -- typically several times more when you factor in emergency labour, unplanned contractor callouts, and secondary damage from assets running beyond their service interval. The software to shift from reactive to planned is not complex to build. The reason most FM teams are still reactive is that the systems they have don't fit how their maintenance operation runs.
Preventive maintenance scheduling with asset-specific frequency, checklists, and resource requirements
Reactive work order management from raise through assignment, progress, and close
Asset service history recording against each asset for compliance evidence and lifecycle planning
Statutory compliance and inspection tracking with certificate expiry alerts
RaftLabs builds custom CMMS and maintenance management platforms for facilities teams -- planned preventive maintenance scheduling, reactive work order management, asset service history recording, statutory compliance and inspection tracking, technician mobile apps for field teams, and maintenance cost and performance analytics. Most maintenance management software builds deliver in 10--14 weeks at a fixed cost.
100+Products shipped
·24+Industries served
·FixedCost delivery
·10-16Week delivery cycles
Reactive maintenance is a choice -- usually an accidental one
Most facilities teams managing multi-site portfolios are not reactive by preference. They are reactive because the system they use doesn't give them enough advance notice to plan. PM schedules are held in spreadsheets that one person updates. Work orders are raised by email and tracked in someone's inbox. Compliance inspection due dates are manually monitored and often missed until after the certificate has expired.
A maintenance management system built around your actual maintenance programme changes that. PM schedules are configured per asset type with the right frequency, resource requirements, and task checklists. Upcoming PMs are visible to planners before they are due. Reactive work orders are raised, routed, and tracked in the system rather than by email. Compliance inspection records are stored against each asset with automated alerts when expiry dates approach. The maintenance operation that runs to a plan rather than reacting to whatever breaks first.
What we build
Preventive maintenance scheduling
PM schedule configuration per asset type covering service frequency (calendar-based, run-hours-based, or condition-triggered), task checklists for each PM type, resource and trade requirements, and estimated completion time. Automatic generation of upcoming PM work orders within a configurable lookahead window so planners can schedule resources before the due date arrives. PM compliance dashboard showing planned versus completed PMs by asset, site, and time period. Overdue PM alerts escalated to the appropriate team lead. The forward visibility that shifts maintenance planning from reactive scramble to scheduled programme.
Reactive work order management
Reactive work order management from raise through assignment, progress, and close. Work orders raised by facilities staff, building users via a self-service portal, or automated triggers from monitoring systems. Categorisation by trade, priority, and asset type. Routing to the assigned technician or contractor with full job details and asset service history. Status updates at each stage visible to the person who raised the request without requiring a phone call. SLA tracking from raise to first response and from assignment to completion. Escalation alerts when response or completion deadlines are at risk. The operational record that replaces email and telephone as the maintenance coordination system.
Asset service history and records
Complete service history recorded against every asset -- every PM completed, every reactive job raised and closed, every parts replacement, every contractor visit. Service history available to the assigned technician before attending a job so repeat failures and previous work are visible before diagnosis begins. Cumulative maintenance cost per asset from first installation through current period, supporting replacement versus repair analysis. Last service date and next due date visible on the asset record at all times. The historical record that makes evidence-based asset management decisions possible and provides the audit trail that compliance and insurance requirements demand.
Statutory compliance and inspection tracking
Statutory compliance inspection tracking covering the full range of legally required and insurance-mandated facility inspections -- fire risk assessments, fire suppression system tests, emergency lighting tests, gas safety checks, electrical installation condition reports, lift inspections, water hygiene (Legionella) checks, and pressure vessel inspections. Inspection record stored against each asset with certificate document attached. Certificate expiry date tracking with automated alerts at configurable lead times -- typically 90, 30, and 7 days before expiry. Overdue inspection escalation to FM manager and compliance officer. Compliance dashboard showing current status across all asset types and sites. The compliance record that demonstrates due diligence without manual certificate-chasing.
Technician mobile app for field teams
Mobile application for technicians and contractors working in the field. Work order list with priority, location, asset details, and full service history for the asset being attended. Job acceptance and status updates from the technician's device without returning to a desk or making a phone call. Digital checklist completion for PM tasks with pass/fail recording at each step. Photo capture for fault documentation and post-repair confirmation. Parts usage recording against the work order for stock reconciliation. Digital signature for work completion sign-off by the technician and, where required, a site representative. Offline capability for buildings with poor mobile coverage. The mobile layer that makes work order status visible in real time and eliminates paper job sheets.
Maintenance cost and performance analytics
Maintenance cost reporting covering spend by asset, asset type, site, trade, and contractor -- giving FM managers and finance teams the breakdown that budget accountability requires. Reactive versus planned maintenance ratio by site and period, tracking progress toward a more planned maintenance programme. Mean time to repair (MTTR) and mean time between failures (MTBF) by asset type for reliability analysis. Contractor performance reporting covering response time, completion time, and first-time fix rate against agreed SLAs. Weekly and monthly operational summaries generated automatically. The analytics layer that turns maintenance data into the performance evidence that FM teams need to manage contractors, justify budgets, and demonstrate operational improvement.
Frequently asked questions
A CMMS (computerised maintenance management system) focuses specifically on maintenance operations -- planned preventive maintenance scheduling, reactive work order management, asset service history, and maintenance performance reporting. A CAFM (computer-aided facilities management) system covers the broader FM operation including space management, contractor management, and portfolio reporting alongside maintenance. If your primary requirement is to manage maintenance -- PMs, reactive work, compliance inspections, and technician scheduling -- a CMMS is the right scope. If you also need space utilisation analytics, desk booking, or full vendor management integrated with maintenance, a full CAFM platform is appropriate. We scope to your actual requirements rather than defaulting to a label.
PM schedules are configured per asset type with the specific service frequency each type requires -- quarterly, annually, every 2,000 run hours, or condition-triggered depending on the asset. Each PM type has its own task checklist, trade and skill requirements, and estimated time. When a PM falls due within the lookahead window (typically 30 to 90 days, configurable), the system generates a work order automatically and places it in the planning queue. For assets with multiple PM types at different frequencies -- for example, a monthly minor service and an annual major overhaul -- both schedules run independently. For run-hours-based PMs, the trigger can be set from manual run-hours entry, meter readings, or automated data from a connected monitoring system.
Statutory compliance inspections are treated as a specific work order type with additional data fields for certificate reference, inspection authority, and expiry date. Each statutory inspection type -- fire risk assessment, emergency lighting test, gas safety check, EICR, lift inspection, Legionella risk assessment, and so on -- is configured with the legally required frequency and the relevant regulatory reference. When a certificate is issued following an inspection, it is uploaded against the asset record and the next due date is set automatically. Alerts fire at configurable lead times before expiry. Overdue inspections escalate to the designated compliance manager. The compliance dashboard gives an at-a-glance view of certificate status across all asset types and sites, with drill-down to individual assets.
A core CMMS covering preventive maintenance scheduling, reactive work order management, asset service history, and a technician mobile app typically runs $20,000 to $60,000. Adding statutory compliance tracking, maintenance cost analytics, contractor performance reporting, and a building user self-service portal for reactive work requests extends the build to $60,000 to $150,000 depending on the number of sites, asset volume, and integration requirements with existing building systems or ERP. We scope each project before pricing so you know the cost and delivery timeline before development starts. Fixed project costs only.
Talk to us about your maintenance management project.
Tell us how many assets you manage, what your current PM compliance rate is, and what statutory inspections you need to track. We will scope the right system and give you a fixed cost.
