HVAC Emergency Workflow
- 1Tenant submits urgent leak report via portal
- 2AI receptionist confirms details and alerts the property manager
- 3System identifies the on-call mechanical contractor
- 4Work order and site access codes sent via SMS to technician
Systems for Facilities Managers
Centralized Operations for Facilities Management Companies
Facilities management firms generate revenue through service level agreements and project-based maintenance for commercial assets. Revenue tends to slip when emergency work orders are not properly logged, vendor compliance expires, or preventative maintenance schedules are missed.
B2B & Industrial
- Work Order Portal
- Vendor Compliance Tracker
- Asset Lifecycle Dashboard
- Preventative Maintenance Scheduler
- Mobile Punch List Capture
How the business actually works
How the work flows, start to finish.
- 01
Asset Onboarding
Documenting site equipment, warranty dates, and specific building requirements into a centralized registry.
- 02
Preventative Planning
Scheduling recurring maintenance tasks for HVAC, electrical, and plumbing systems based on manufacturer specifications.
- 03
Work Order Intake
Receiving reactive service requests from tenants or facility staff through formal channels.
- 04
Vendor Dispatch
Assigning qualified contractors based on trade expertise and current insurance compliance status.
- 05
Service Verification
Confirming completion of work through site photos, signatures, and technician punch lists.
- 06
Closeout and Billing
Reviewing work orders against the service level agreement to ensure accurate client invoicing.
Where it leaks
Common problems for facilities management companies.
01
Vendor Compliance Gaps
Managing hundreds of contractors without a central system leads to expired COIs and lapsed certifications. This creates significant liability for the management firm if an incident occurs on site.
02
Reactive Maintenance Chaos
Emergency leaks or power outages often result in fragmented communication across phone calls and emails. Without a unified intake, service requests are frequently duplicated or entirely forgotten.
03
Asset Blind Spots
Lacking a history of repairs for specific equipment makes it impossible to advise clients on capital expenditures. Decisions to repair or replace become guesswork rather than data-driven recommendations.
04
Deferred Maintenance Backlog
When preventative tasks are not automated, they are easily pushed aside for urgent issues. This leads to premature equipment failure and higher long-term costs for the building owner.
05
Invoicing Delays
Waiting for technicians to submit paper work orders slows down the entire billing cycle. This lag strains cash flow and makes it difficult to reconcile vendor payments with client receipts.
What LATTICE can build
Systems built around how you work.
Work Order Portal
A dedicated digital interface where tenants can submit service requests, upload photos, and track the status of their repairs.
Vendor Compliance Tracker
Automated reminders sent to contractors when their insurance or licenses are nearing expiration, preventing them from being dispatched if non-compliant.
Asset Lifecycle Dashboard
A centralized view of every piece of equipment, tracking its full service history and total cost of ownership over time.
Preventative Maintenance Scheduler
Recurring triggers that automatically generate work orders for inspections and routine servicing based on set intervals.
Mobile Punch List Capture
Technicians complete digital checklists on site to ensure every step of a maintenance task is finished before the work order can be closed.
SMS Dispatch Notifications
Instant text alerts sent to vendors for high-priority emergency calls, requiring a digital acknowledgement to confirm arrival times.
Client Reporting Suite
Automated monthly summaries sent to building owners detailing work order volume, response times, and budget utilization.
Example systems
What it looks like in practice.
Annual Fire Safety Audit
- 1System triggers work order 30 days before inspection deadline
- 2Notification sent to fire safety vendor to book the site walk
- 3Completion certificate uploaded to the client portal upon finish
- 4Follow-up task created for any identified deficiencies
Vendor Onboarding Sequence
- 1New contractor receives digital link to submit W-9 and COI
- 2System verifies dates and stores documents in the vendor profile
- 3Contractor added to the dispatch rotation list
- 4Automated renewal reminder set for one year from document date
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from facilities management companies
How can we keep track of multiple different sites in one place?
The system uses a hierarchical structure where each building is a parent record with its own unique assets, tenants, and vendor preferences. You can view all activity at a high level or drill down into a specific property to see its individual work order history.
Can we manage different service level agreements for different clients?
Yes, workflows can be tailored to the specific response time requirements and budget thresholds defined in each client contract. This ensures that your team prioritizes tasks according to the legal obligations of each specific site.
What happens if a vendor is not responding to a work order?
The system monitors the time elapsed between dispatch and acknowledgement. If a vendor does not accept the task within a specified window, an automated escalation alert is sent to your coordinator or the task is reassigned to the next preferred contractor.
Does this help with capital planning for building owners?
By documenting every repair and its associated cost, the system generates reports that show which assets are becoming liabilities. This data allows you to present clear, evidence-based replacement schedules to owners during annual budget reviews.
How do we ensure site technicians actually follow the scope of work?
Digital checklists and mandatory photo uploads are required for work order completion. Technicians cannot submit the job for billing until they have provided the specific documentation you require for that trade or building.