Facility management software · CAFM
Facility management software that follows every job to sign-off.
Service requests, technicians, quotations, materials and planned preventive maintenance in one system, with separate views for your clients, engineers, technicians, procurement and accounts. In English and Arabic.
AC not cooling: meeting room 3B
Sample Tower A · Level 3 · AHU-03
Awaiting client approvalStage 7 of 17
- New
- Assigned
- Arrived at site
- Inspection
- Awaiting client approval
QuotationQT-0042
- Capacitor replacement180.00
- Refrigerant top-up450.00
- Labour (hours)240.00
VAT 15%130.50
Total (SAR)1,000.50
The problem
Where FM operations lose time and trust
-
Requests arrive everywhere
Calls, WhatsApp messages and emails with no number, no photo and no owner. Some get lost, others get done twice.
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No proof of the visit
When a client questions a job, there is no time-stamped check-in, no before-and-after photos and no signature to show.
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Approvals stall
Quotations, material requests and payment approvals wait in inboxes while the equipment stays down.
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PPM lives in spreadsheets
Visits are missed, readings are not recorded and the client never sees a compliance report.
Service requests
From the first complaint to the closed ticket, in 17 stages
Each stage has an owner, and each hand-over sends a notification. Customers, engineers, technicians, procurement and accounts work in their own views.
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Request 01–02
- 1 New Customer
- 2 Assigned Facility engineer
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Inspect 03–05
- 3 In progress (inspection) Technician
- 4 Arrived at site Technician
- 5 On hold (technical review) Facility engineer
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Quote & approve 06–08
- 6 Quotation preparation Facility engineer
- 7 Awaiting client approval Customer
- 8 Quotation rejected / revision Facility engineer
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Materials & funds 09–12
- 9 Awaiting material / funds Facility engineer
- 10 With Procurement Procurement
- 11 With Accounts Accounts
- 12 Ready for execution Facility engineer
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Execute 13–15
- 13 Reassigned to technician Facility engineer
- 14 In progress (execution) Technician
- 15 Work completed Technician
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Review & close 16–17
- 16 Under final review Facility engineer
- 17 Closed Facility engineer
The engineer can send a job back to the technician for rework at final review, and a declined quotation returns for revision. Every move is time-stamped in the audit trail.
Roles and views
Five roles, one job record
Each role logs in to its own view and sees what it needs to act on.
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Customer
Mobile app and web
Raises a request with a photo and urgency, approves or declines quotations with a reason, and acknowledges service and PPM reports.
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Facility engineer
Web
Assigns technicians, reviews inspections, prepares quotations, decides on defects and gives the final review before a job closes.
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Technician
Mobile app
Gets the job on the phone, checks in on site, records findings with photos, video and voice notes, fills checklists and signs off the work.
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Procurement
Web
Receives material requests for approved jobs and turns them into purchase requests.
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Accounts
Web and phone
Approves fund and payment requests, and reviews job costs that arrive in finance as draft journal entries.
On site
Every visit is evidence you can show the client.
- Notification on the phoneThe technician receives the job with the site, equipment, photos and urgency.
- GPS and time-stamped check-inArrival is recorded with location and time when the technician checks in.
- Inspection with mediaParts needed, photos, video and voice notes. The engineer can ask for more information.
- Completion with sign-offBefore-and-after photos, a service report and the technician’s signature on the phone.
09:12Sample
My jobs
WO-24-0117Urgent
AC not cooling, room 3B
Sample Tower A · AHU-03
GPS location and time recorded
- Before photos3
- Voice note0:24
- Parts needed2
- Signature—
09:12Sample
PPM checklist
PPM-0381Quarterly
Split AC unit SU-12
Created 3 days before due
- Supply air temperature12–16 °C 14.2
- Compressor current18–24 A 26.1
- Filter condition OK
- Condensate drain N/A
Out of range: defect flagged with photo
Sign and submitPlanned preventive maintenance
PPM that runs itself, and reports you can hand to the client
Set up each unit once. The system creates the visits, the technician follows the checklist, and defects are routed by your contract rules.
- 01
Schedule per unit
Frequency (e.g. quarterly), bilingual checklist and a default technician for each unit.
- 02
Job created automatically
A set number of days before it is due, for example three.
- 03
Visit and checklist
Check-in on site; OK, Not OK or N/A for each item; readings against acceptable ranges; mandatory photos; signature.
- 04
Engineer decides each defect
- Under the contract limit: straight to execution (e.g. up to SAR 500).
- Above the limit: a quotation on a linked repair ticket.
- 05
Report to the client
English and Arabic PDF on web or phone. The client acknowledges it.
- 06
Compliance and next cycle
Compliance is tracked per visit and the next cycle is scheduled automatically.
Quotations, materials and funds
Approvals that keep the job moving
- 1 Quotation in both languagesThe engineer prepares a bilingual PDF quotation with 15% VAT from the inspection.
- 2 Client decides in the appApprove, decline with a reason, or ask for a revision. Revisions go back to the engineer.
- 3 Materials through procurementMaterial requests become purchase requests in the ERP.
- 4 Funds through accountsAccounts approve payments, including from the phone, then the job is ready for execution.
When the job closes
- 1 Parts and labour
- 2 Draft journal entry on the project
- 3 Finance review
| Item | البند | Qty | SAR |
|---|---|---|---|
| Capacitor replacement | استبدال المكثف | 1 | 180.00 |
| Refrigerant top-up | تعبئة غاز التبريد | 1 | 450.00 |
| Labour (hours) | العمالة (ساعات) | 2 | 240.00 |
Subtotal · المجموع870.00
VAT 15% · الضريبة130.50
Total SAR · الإجمالي1,000.50
Client response
Declining asks for a reason, recorded on the job.
Dropped into the panel
I’ve pre-filled a new job. Matched customer, site and equipment:
- Customer
- Sample Client Amatched
- Site
- Sample Tower A, Level 3matched
- Equipment
- AHU-03matched
- Issue
- Water dripping from the AC in room 3B
- Priority
- Urgent
- Visit
- Tomorrow, 09:00
make it urgent, visit tomorrow 9 am
Done. Priority and visit time updated.
Nothing is created until a person confirms.
AI-assisted intake
Complaints arrive as files. Jobs come out pre-filled.
Clients send letters, screenshots and spreadsheets. Drop them into the assistant panel in Arabic or English, and it pre-fills a new job for your team to check.
- PDF, screenshot, photo, Word or Excel
- Matches the customer, site and equipment
- Edit by chat: “make it urgent”, “visit tomorrow 9 am”
- Nothing is created until a person confirms
Capabilities
Everything in the FM toolkit
- Job cards & work ordersEvery request becomes a numbered job with site, equipment, priority, photos and notes, moving through a 17-stage lifecycle you can see at a glance.
- Task & technician assignmentTechnicians are set up by trade (HVAC, electrical, MEP, civil) and mapped to regions and cities. Assign, reassign and notify in one step.
- Asset managementRegister equipment per client and site, such as each AC unit, with its maintenance schedule, default technician and the jobs done on it.
- Preventive & corrective maintenancePlanned preventive maintenance with bilingual checklists and reading ranges, plus corrective jobs for breakdowns and defects found on a visit.
- SchedulingSet PPM frequencies per unit, such as quarterly. Jobs are created automatically a set number of days before they are due, and the next cycle is scheduled on completion.
- Inventory & spare partsTechnicians list the parts a job needs during inspection. Material requests go to procurement, and parts used are costed to the job. Stock runs in BizArch ERP.
- Purchase managementMaterial and fund requests flow from the job to procurement and accounts, become purchase requests in the ERP, and payment approval can be given on the phone.
- Cost trackingParts and labour are captured on the job. When it closes, the costs reach BizArch ERP as a draft journal entry on the project for finance to review.
- Reports & analyticsService reports and PPM reports as English and Arabic PDFs, compliance tracked per visit, and the status of every job by stage.
- Mobile accessA technician app for jobs, check-in, checklists, photos and signatures, and a customer app to raise requests, approve quotations and read reports.
- Roles & permissionsSeparate logins and views for customers, facility engineers, technicians, procurement and accounts, with a time-stamped audit trail on every job.
- ERP & CRM integrationConnected to BizArch ERP and CRM: lead, deal, quotation, sales order and invoice with a ZATCA QR code, and job costs into the books without double entry.
Benefits
What FM teams get out of it
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Every ticket visible
One list of every open job and the stage it is in, for your team and, in their own view, for your clients.
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Proof for every visit
GPS and time-stamped check-in, before-and-after photos, a technician signature and a full audit trail.
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Approvals that move
Quotations, material requests and payments are approved in the app instead of being chased by phone.
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PPM you can show the client
Bilingual reports that the client acknowledges, with compliance tracked on every visit.
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Costs in the books
Parts and labour reach BizArch ERP as draft journal entries, without typing them in twice.
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Arabic and English
Quotations, checklists and reports in both languages, for clients, engineers and technicians alike.
In practice
Screens and stories
Real product screenshots
Add approved screenshots from the demo company: ticket list by stage, technician app, PPM report. Do not use client data.
Customer story or testimonial
Publish only with the customer’s written permission, with real, verified outcomes.
FAQ
Questions FM teams ask
Is AssetroBiz a CAFM or a CMMS?
Both terms fit. Facility management teams use it as CAFM software (service requests, sites, planned maintenance and client reporting), and it covers the core of a CMMS: work orders, assets, preventive maintenance and spare parts.
Can our clients raise requests themselves?
Yes. Each client has a login and mobile app to raise a request with a photo and urgency, approve or decline quotations, and acknowledge reports.
Does it work in Arabic?
Yes. Quotations, checklists and reports are produced in English and Arabic, and the people using it can work in either language.
How are quotations and VAT handled?
Quotations are generated as bilingual PDFs with 15% VAT. The client can approve, decline with a reason or ask for a revision, and the outcome is recorded on the job.
What happens to defects found during PPM?
The engineer decides each one. Small fixes under the contract limit you set go straight to execution; bigger ones become a quotation on a linked repair ticket.
Does it connect to accounting and e-invoicing?
Yes, through BizArch ERP. Closed job costs post as a draft journal entry on the project, and sales invoices carry the ZATCA QR code.
Can it read complaints that arrive as files?
Yes. Drop a complaint (PDF, photo, Word or Excel, in Arabic or English) into the AI assistant and it pre-fills a new job, matching the customer, site and equipment. Nothing is created until a person confirms.