Bespoke Web Apps for Facilities Management: Reactive Jobs, PPM, Assets and Client Reporting in One System

Facilities management operations are built around coordination: sites, assets, engineers, contractors, inspections and client expectations. When those pieces live across spreadsheets, email and ageing software, visibility disappears. A bespoke web app brings FM operations into one joined-up system—designed around how your contracts and sites actually work.

Why Facilities Management SMEs Outgrow Generic FM Software

Off-the-shelf FM platforms can work well for simple setups, but many SMEs struggle once they manage multiple sites, assets and clients. Common problems include:

• Reactive jobs logged through multiple channels with no single source of truth
• PPM schedules maintained outside the system and easily missed
• Rigid workflows that don’t reflect contract-specific SLAs
• Limited reporting flexibility for clients and audits
• High per-user licence costs as teams grow

What a Bespoke FM Web App Typically Covers

1) Reactive & Planned Maintenance in One Workflow

• Centralised logging of reactive calls, emails and portal requests
• PPM schedules driven directly from asset data
• Automatic job creation based on site and asset rules
• Clear status tracking from logged → assigned → completed

2) Work Orders That Stay Accountable

• Digitally assigned work orders with full site and asset context
• Mandatory safety checks, notes and follow-up actions
• Before/after photo evidence
• Client sign-off captured electronically

3) Asset Registers & Site History

• Structured asset registers per site
• Full history of faults, repairs and inspections
• Condition, lifecycle and risk data
• Certificates, manuals and drawings stored with the asset

4) Compliance & Evidence Management

• Inspection records and statutory checks
• Permit-to-work and risk assessment storage
• Audit-ready evidence packs
• Clear accountability for who completed what, and when

5) Client Portals & Reporting

• Secure client access to job status and documentation
• SLA and KPI reporting by site or contract
• Exportable reports for audits and reviews
• Reduced ad-hoc reporting requests to the office

Why SQL Server + Bespoke Design Matters

Facilities data grows quickly—jobs, photos, inspections, assets, documents. A well-designed SQL Server schema ensures:

• Fast reporting even with years of history
• Clear audit trails
• Flexible queries for client-specific reporting

How These Systems Are Usually Rolled Out

1. Stabilise existing data and reporting
2. Replace reactive job logging and PPM tracking
3. Add asset registers and compliance workflows
4. Extend client portals and advanced reporting

Try Asking…

• “Which PPM visits are overdue this month?”
• “Show all open jobs by site and SLA risk.”
• “What’s the maintenance history for Asset X?”
• “Generate a compliance pack for this site.”

If you’re considering a bespoke web system for facilities management, I’m happy to discuss realistic options and phased approaches.