English (UK)
Industries · Service providers
Delivering FM under contract on somebody else’s estate, where the service agreement sets the response time and the client expects proof you met it. The same evidence that satisfies the client is also the backup for the invoice.
A service provider carries a burden an in-house team does not: everything has to be demonstrable to somebody outside the business, on their schedule, and usually attached to an invoice they would rather query.
The contract sets response and rectification times. Showing you met them means pulling dates out of a job system, an email thread and somebody’s memory, every month, for every client.
In Prova
The service agreement is attached to the job when the maintenance plan raises it, so whoever picks it up can see the contracted response time. Every status change lands on one chronological timeline, and that timeline is the evidence.
Giving a client a login usually means giving them a filtered view of a shared system, and filters are one configuration mistake away from showing somebody another client’s estate.
In Prova
Access is granted against a node of the estate tree and denied by default, so a client sees their own buildings because the others are not theirs to see, rather than because a filter is hiding them. A subcontractor scoped to one building sees only the jobs assigned to them.
An invoice is queried weeks after the visit. Without proof attached to the job, the argument comes down to whose recollection is better, and the line usually gets credited.
In Prova
Photographs and the comment thread are filed against the job itself, captioned and stripped of EXIF metadata on upload. The evidence that closed the job is the same evidence that backs the invoice line, and it is dated.
A rate rise in April quietly restates jobs carried out in February, so margin on completed work moves after the fact and reported figures stop matching what was invoiced.
In Prova
Labour hours are valued at the rate in force on the day they were logged, and are not re-priced when rates change later. What a job cost when it was done is what it cost.
You are accountable to the client for the people you send. If a subcontractor’s public liability policy expired last month and they attended anyway, that is your exposure, not theirs.
In Prova
Insurance policies sit on the subcontractor record with their expiry dates. The day a policy lapses they stop being assignable, and the certificate and dates stay on file for the conversation that follows an incident.
Mobilising a client means rebuilding the same structure again: sites, roles, who approves what, which obligations apply. The shape is the same each time and the work is repeated each time.
In Prova
Every client uses the same shape: an estate tree of buildings and units, roles granted against nodes of it, and obligations defined per building. A new client is a new branch with its own buildings, and access to it is one grant rather than a list to maintain.
Next step
Thirty minutes on your own estate: your buildings, your obligations and your numbers. We will show you where the time and the money are going.
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