Inspection report and service order cost calculator
Work out what manual handling of issue reports, service orders and inspection reports costs in facility management: from taking the report, through the inspection report on site, to the report for the property manager. The example is filled with a typical process - change the figures to yours and see the working hours and annual cost.
Where the time goes in facility management
-
Issue reports from many channels
Tenants and administrators report faults by phone, email and in person. Someone has to collect them, describe them, pass them to the right technician - and check they were closed.
-
Reports retyped after the site visit
The technician fills in the inspection report on paper and takes photos with a phone; back in the office someone combines them into a document and enters it into the system. Photos get lost or attached to the wrong report.
-
Reporting to the property manager
Summaries of inspections, faults and costs for the owner are put together by hand from many files. The more properties, the more hours before every report.
How we calculate
- Step cost: number of documents × minutes per document × hourly rate.
- Corrections: documents needing corrections × extra minutes × the average rate of your steps.
- Full-time staff: 160 working hours per month.
- Saving: process cost × your assumption. We do not state up front how much can be removed - that depends on the process and only comes out of an analysis.
The calculator leaves out paper, printing, archiving and the cost of delays, such as missed early-payment discounts. The real cost of a process is usually higher.
Frequently asked questions
Which facility management documents can I calculate?
Service orders, periodic inspection reports, handover reports, fault reports, cleaning crew work reports. You can change, add or remove the example steps.
Are periodic inspections worth calculating too?
Yes. Inspections are repetitive and have a fixed set of fields, so they suit a phone or tablet form with photos and a signature. They are usually among the parts that pay back fastest.
How does a technician work paper-free on site?
With an app on a phone or tablet: pick the property and the order, fill in the report, add photos and a signature. For sites without coverage the app works offline and sends the data later.
Is the data I enter sent anywhere?
No. The calculator runs in your browser and stores nothing on a server. The data reaches us only if you send the contact form yourself.
Let's talk about your project
Describe in a few sentences what you want to build or improve: an app, a platform, an integration or a process. We reply within one business day. The first call is an analysis, not a sales pitch.