Facilities management software development

Facilities teams managing multi-site portfolios are running work orders in email, tracking maintenance schedules in spreadsheets, and reporting space utilisation from access badge data that nobody has connected to a dashboard. The operational intelligence is there. The software to surface it isn't.

  • CAFM and IWMS platforms for work order, asset, and space management

  • Maintenance management with planned preventive maintenance, asset history, and compliance tracking

  • Space management covering utilisation analytics, desk booking, and floor plan management

  • Vendor and contractor management for service requests, SLA tracking, and invoice reconciliation

Recognition

Sound familiar?

  • Maintenance team reactive rather than preventive because there's no system tracking equipment service history, scheduling upcoming PMs, or alerting when an asset is overdue for inspection?

  • Facilities team unable to report actual space utilisation to leadership because badge access data, room booking data, and desk occupancy data all sit in separate systems with no way to combine them?

In short

RaftLabs builds custom facilities management software for organisations managing multi-site property portfolios. We deliver CAFM platforms, CMMS and maintenance management systems, space utilisation and desk booking tools, and vendor and contractor management platforms. Most facilities management software projects deliver in 10 to 16 weeks at a fixed cost with full source code ownership.

01 Diagnosis

Problems we solve in facilities management

  1. 01
    Problem

    Work orders raised by email with no status visibility until someone phones to chase

    Solution

    When work orders live in email threads, there's no reliable way to know whether a job has been assigned, is in progress, or is sitting unanswered in someone's inbox. Missed SLAs go undetected until the tenant or department head complains. Each phone call chasing a job status takes five to ten minutes. Across twenty active jobs at three sites, that's hours of management time every week spent on updates that a system should surface automatically. A structured work order platform with assignment, status tracking, and SLA alerts replaces the phone-chase cycle and gives FM teams real-time visibility from raise to close.

  2. 02
    Problem

    Maintenance team reacting to failures because no system tracks PM schedules or asset history

    Solution

    Unplanned breakdowns cost more to fix than planned preventive maintenance and cause more disruption. According to the U.S. Department of Energy's Operations and Maintenance Best Practices Guide, reactive maintenance costs 3–5 times more than planned maintenance work, with predictive and preventive programmes saving up to 40% in total maintenance costs. When service intervals are tracked in a spreadsheet maintained by one person, overdue PMs are discovered by failure rather than by alert. The spreadsheet owner leaves and the institutional knowledge goes with them. A maintenance management system that schedules work orders ahead of each PM due date, records asset service history, and flags overdue inspections shifts the maintenance operation from reactive to planned.

  3. 03
    Problem

    Space utilisation reports assembled manually from badge exports and room booking logs that nobody has connected

    Solution

    FM teams are asked to report utilisation to justify footprint decisions. The data to do it accurately sits in three separate systems with no way to combine them without exporting and reconciling by hand. That takes a full day every month and still produces a report leadership doesn't trust because the methodology isn't consistent. Connecting badge access, room booking, and desk occupancy data into a single utilisation dashboard makes evidence-based space planning possible without the manual assembly exercise.

  4. 04
    Problem

    Vendor invoices reconciled against contracts manually because service completion and invoicing live in separate places

    Solution

    When a vendor submits an invoice and the only way to validate it is to cross-reference the contract in one folder and the signed completion sheet in another, invoice approval is slow and overcharging goes undetected. A vendor management platform that links service completion sign-off to the invoice workflow validates payment against completed, agreed work before it reaches the approval queue. That closes the gap between what was contracted, what was delivered, and what gets paid.

02 What we ship

Facilities management software we ship

  1. CAFM platform development

    Computer-aided facilities management platforms covering the full operational scope: work order management from raise to close, asset registry with service history and lifecycle tracking, space management with floor plan integration, and FM reporting dashboards for team leads and portfolio managers. Built to your workflow and data model rather than forcing your operation into a generic platform's logic. Multi-site capable from day one, with site-specific configurations and consolidated portfolio-level reporting. Integrates with your existing BMS, HR system, and ERP where those connections matter. Facilities directors get a single view of the operation. Site managers see their building. Everyone stops guessing.

  2. Maintenance management software

    Custom CMMS platforms covering planned preventive maintenance scheduling, reactive work order management, asset service history, statutory compliance tracking, and the technician mobile app that field teams actually use. PM schedules configured per asset type with frequency, resource, and checklist requirements. Work orders routed to the right technician based on skill, location, and availability. Compliance inspection records stored against each asset with certificate expiry alerts. The maintenance operation that runs to a plan rather than reacting to failures. Reactive callouts drop. Compliance gaps close before a regulator finds them.

  3. Space management and desk booking

    Space management platforms covering space inventory against floor plans, desk and hot-desk booking for hybrid workforces, meeting room booking and management, and occupancy analytics by floor, department, and building. Utilisation data drawn from booking systems, badge readers, and occupancy sensors, combined into a single view rather than sitting in three separate exports. Department space allocation reporting for FM teams making evidence-based decisions about footprint. Space planning shifts from an annual estimate to a continuous operational view.

  4. Facilities vendor management

    Vendor and contractor management platforms for service request creation and routing, contractor assignment, SLA monitoring, site access and permit management, work completion sign-off, and invoice reconciliation against agreed service schedules. Covers multi-vendor environments across different service categories: cleaning, mechanical, electrical, security, catering, with category-specific SLA configurations. Contractor-facing portal for job status updates without requiring FM staff to chase for information. Invoice validation against completed and signed-off work before payment approval. Overcharging stops. SLA breaches surface before they become contractual disputes.

  5. Asset lifecycle management

    Asset registry covering every asset from HVAC units and lifts to fire suppression systems and electrical plant. Asset data including location, condition, installation date, warranty, service history, and responsible contractor. Lifecycle cost tracking from purchase through service events to planned replacement. Capital replacement forecasting for FM budget planning. Integration with your maintenance management system so work orders are always linked to the specific asset they affect. Replacement versus repair decisions become data-driven, not guesswork.

  6. Facilities analytics and reporting

    Operational dashboards and reporting for FM teams and portfolio managers covering work order volumes and SLA performance, maintenance compliance rates, space utilisation by floor and department, contractor performance against agreed response times, and asset condition distribution across the portfolio. Scheduled reports for FM directors and building managers without requiring someone to assemble them manually each week. FM stops being a cost centre that can't show its value and starts being a function that can demonstrate operational performance with data.

03 How we work

How we build facilities management software

  1. 01

    Discovery

    We map your FM operation: the sites in scope, current work order and maintenance workflows, the building systems and enterprise platforms you need to integrate with, and the compliance requirements that must be met. We find where paper records or disconnected systems create the most risk or overhead, and agree on the scope that delivers operational value first. You get a fixed-price specification before development begins.

  2. 02

    Architecture

    We design the data model around your specific FM structure: multi-site hierarchy, asset taxonomy, SLA configurations per service category, and the integration approach for each building system. Traceability and audit requirements for compliance records are designed into the data architecture at this stage, not retrofitted later.

  3. 03

    Build

    Development runs in two-week sprints with working software demonstrated at each checkpoint. Work order management, asset registry, maintenance scheduling, and vendor management modules are built in parallel where dependencies allow. Building system integrations are built and tested against your live systems during this phase.

  4. 04

    Launch and support

    Go-live is phased by module or by site to avoid disruption to operational continuity. We provide onboarding for FM team leads, site managers, and vendor-facing users. Post-launch support covers adjustments from real-world use, with handover to your team or an ongoing support arrangement.

Companies we've built for

Vodafone
Nike
Microsoft
Cisco
T-Mobile
Aldi
Heineken
GE

04 Track record

What we've shipped in facilities management

Products shipped
100+
Industries served
24+
Cost delivery
Fixed
Week delivery cycles
10-16

05 Case studies

Case studies

06 Client voices

What our clients say

Three-year average engagement. Founders and operators describing the work in their own words. No marketing varnish.

Charles E.
Charles E.
USA flagUSA
Entrepreneur at Aggie Technologies

All of the sprints were completed on schedule and on budget. We highly recommend RaftLabs!

01 / 02

07 Why us

Why choose us?

  1. 01

    Only what you need

    Every feature ties to a specific business goal. You get what you need to launch. Not a bloated spec that takes twice as long and ships half-baked.

  2. 02

    We show up

    Production fire at 11pm? We're there. We take ownership, fix fast, and keep your business running when it matters. No hiding behind tickets.

  3. 03

    Expert, not yes-men

    If the idea won't work, we say so before a line of code is written. Honest advice saves you more than a team that nods along.

08 Questions

Frequently asked questions

Custom FM software makes sense when your operation has specific workflow requirements that generic IWMS platforms don't accommodate without significant configuration and compromise. Multi-site portfolios with site-specific maintenance workflows, IoT integration with existing building management systems using proprietary protocols, FM functionality that needs to be embedded inside an existing enterprise platform rather than operated as a standalone system: these are the cases where configuration of a generic IWMS creates more overhead than building a purpose-fit platform. Archibus and Planon are well-suited to organisations whose FM workflows are close to the standard IWMS model. When your workflows diverge significantly, the workarounds in a generic platform cost more over time than a custom build.

For building systems that expose a standard API or REST interface, we integrate directly. For BMS and BACnet systems that operate at the hardware protocol level, we use an IoT middleware layer that translates protocol-level data into API calls the FM platform can consume. Access control integration depends on your access control vendor. Most enterprise systems expose APIs for badge event data, which we use to populate space utilisation analytics. We confirm the integration approach during scoping by reviewing what each of your existing systems actually exposes, rather than assuming connectivity that may not be there.

Yes. Multi-site capability is a standard requirement RaftLabs designs for from the start, not an add-on. This covers multi-tenant data architecture so site data is appropriately isolated, regional admin permissions so site managers see their building and portfolio managers see everything, site-specific configurations for maintenance schedules and contractor assignments, and consolidated reporting that aggregates across the portfolio. Multi-country portfolios add currency handling for cost reporting and time zone management for scheduled jobs and SLA response time calculation. We confirm the specific requirements during scoping.

A focused module, maintenance management or space management with desk booking, typically runs $25,000 to $70,000. A full CAFM platform covering asset management, work order management, vendor management, and analytics runs $70,000 to $180,000 depending on integration complexity and the number of sites in scope. We scope each project before pricing so you know what you're getting before development starts. Fixed project costs only.

Facilities management software by product

Related services

  • Business Process Automation, Automate planned maintenance scheduling, work order creation, SLA monitoring, vendor invoice reconciliation, and compliance reporting
  • AI Agent Development, Autonomous agents for predictive asset maintenance, space utilisation forecasting, and vendor performance monitoring
  • Custom Software Development, Custom CAFM platforms, maintenance management systems, and space booking tools built for your portfolio size and structure

Talk to us about your FM software project.

Tell us which part of your facilities operation you need to fix first: maintenance, space, vendors, or assets. We'll scope the right system and give you a fixed cost.

  • Scope and cost agreed before work starts. No surprises. No obligation.
  • Working prototype within 3 weeks of kickoff.
  • Pay by milestone. You see progress before each invoice.
  • 60-day post-launch warranty. Bug fixes, UI tweaks, and deployment support. No retainer.
  • All conversations are NDA-protected.