Bespoke Maintenance Contractor Systems for SMEs

If your maintenance business is managing reactive jobs, planned servicing, inspections and engineers using spreadsheets and email, a bespoke system can finally bring everything together.

I build custom .NET and SQL Server systems (often with an Android app for field engineers) designed specifically for maintenance operations – not generic ticketing tools that never fit real-world jobs, assets or compliance requirements.

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Common Problems Maintenance Contractors Face

Most maintenance SMEs face the same challenges:

• Reactive calls spread across email, phone and WhatsApp
• PPM schedules living in spreadsheets and often missed
• Engineers attending site without full asset or history information
• Paper inspections, certificates and safety forms that get lost
• No real-time job status (office constantly rings engineers)
• Slow invoicing and missing variation/extra work charges
• Difficulty proving work done to clients

What a Bespoke Maintenance System Can Do

1. Reactive Job Management

• Central log for all incoming jobs
• Automatic categorisation based on client/site rules
• Assign engineers quickly with clear visibility
• Priority, risk and SLA tracking built-in

2. Structured Planned Maintenance (PPM)

• Annual, quarterly or monthly schedules generated automatically
• Linked asset rules (“service every 6 months”)
• Missed or upcoming tasks highlighted instantly

3. Work Orders & Digital Job Sheets

• Full site and asset details on one screen
• Mandatory safety & compliance checks
• Photo evidence before/after
• Signature capture for approval

4. Asset Registers & Site History

• Track all equipment, plant and systems per site
• Full fault and service history
• Certificates, manuals and drawings stored centrally
• Poor-performing or end-of-life assets highlighted

5. Android Apps for Field Engineers

Engineers typically use the companion Android app to:

• See today’s jobs and site access info
• Review asset history and previous notes
• Complete inspections or job sheets digitally
• Take photos and record variations
• Work offline in basements or remote sites

Offline-first support is essential – and built-in by design.

Where AI Helps Maintenance Contractors

AI isn’t a gimmick here — it fits naturally into your workflows:

• Generate summaries of asset condition or job history
• Spot patterns of repeat failures
• Draft client updates or quotes more quickly
• Answer natural-language questions from your data
• Predict high-risk sites or likely upcoming failures

Why Go Bespoke Instead of Using Generic Maintenance Software?

• Generic systems rarely match your exact workflow
• No offline capability for engineers
• Too many unnecessary features, not enough useful ones
• Expensive per-user licensing
• Difficult to customise for client-specific rules

A bespoke system matches your contracts, your clients, your assets and your engineers — completely.

How I Work With Maintenance SMEs

1. Discovery: Understand your reactive jobs, PPM rules, clients and sites.
2. Design: Map the workflows for job creation, assignment and completion.
3. Build: .NET Core web app + SQL Server + Android app if needed.
4. Integrate: Link with email, accounts and reporting tools.
5. Iterate: Improve based on real-world use and introduce AI where helpful.

Thinking About Improving Your Maintenance Systems?

Whether you start with reactive jobs or full PPM automation, we can plan improvements step by step.

Happy to discuss your setup, bottlenecks and realistic options without any pressure.

Email: ab@newma.co.uk
Phone: +44 7967 219288