What we automate
We build systems that integrate with the operational reality of Australian businesses in this sector. Common workflows we automate end to end:
- Reactive work order triage, classification and priority from the request text
- Planned maintenance scheduling against asset criticality and access windows
- Contractor insurance, licence and induction compliance across the panel
- Asset register maintenance and condition tracking from field reports
- SLA breach risk flagged before the clock runs out, not after
- Contractor invoice matching against the work order and the agreed rate
- Essential safety measure and statutory inspection evidence collection
The realities we build around
The volume is the problem. Thousands of small requests, most of them ambiguous, most of them arriving as free text from someone who is not a tradesperson.
The work is done by a contractor panel you do not employ, so compliance and quality are contractual rather than managerial.
The SLA is the commercial product. A breach is a credit, and credits are what lose contracts at renewal.
Statutory obligations on buildings do not care whether the paperwork was collected, only whether it exists when asked for.
Why work with us
Facilities work built around what FM actually is in Australia: high volume, low value per transaction, delivered through a contractor panel, sold on an SLA, and audited on evidence. Triage and evidence are the two places where software earns its keep.
Where most AI in this sector goes wrong
Most AI sold into FM is a chatbot on the help desk that reclassifies a ticket and changes nothing downstream. The fragmented patterns: triage that assigns a category but not the right trade, priority or access requirement; planned maintenance schedules that ignore asset criticality and get deferred until something fails; contractor compliance kept in a spreadsheet that is current only in the week of an audit; invoices approved because a work order number appears on them rather than because the work matches the rate; and dashboards that report SLA breaches after the credit is already owed. The value is upstream, in getting the right person to the right asset the first time.
Systems we integrate against
FM engagements integrate against whatever you run: your work order and asset management system, your strata or facilities platform, your accounting system, and the tenant or client portals you are contractually required to use. We do not publish a supported-vendor list: line of business applications, online software, on premise or in the cloud, current or long abandoned by its vendor. If it holds the data, we integrate with it, and if it is not named here that is not a limitation. Most AU FM operators run one work order system, a contractor panel managed by email, and an asset register of uncertain accuracy. Integration is the value: connecting the request, the asset, the contractor and the invoice into one chain is the whole job.
If your stack isn’t listed above, reach out anyway. The systems vary by industry but the integration patterns don’t. We can usually work with whatever you’re running. Tell us your stack.
Regulatory and compliance landscape
Australian facilities operate under state work health and safety legislation with duties flowing to whoever controls the workplace, essential safety measure and essential services regimes under state building legislation with AS 1851 governing fire system maintenance, asbestos register obligations for pre-2004 buildings, electrical testing and tagging under AS/NZS 3760, and contractor management obligations that make the principal responsible for verifying competence and insurance. Records are the defence. We design workflows so statutory evidence is captured at the point the work happens and is retrievable on demand, rather than assembled in a panic before an audit.
Operational outcomes we move
Defensible outcomes on FM engagements: first-time fix rate improved by getting the right trade and the right parts to the asset; triage handled at higher volume per coordinator; planned maintenance completed on schedule against asset criticality; contractor compliance provable at any moment rather than at audit time; SLA breaches predicted early enough to prevent the credit; and contractor invoices matched to the work order and the agreed rate before they are paid.
Common deployment patterns
Common deployment patterns for AU FM operators: a triage agent that reads the request, identifies the asset, the trade, the priority and the access constraint, and routes accordingly; a compliance register that watches every contractor expiry and chases automatically; an SLA watch that escalates before the clock runs out; contractor invoice matching against the work order and rate schedule; and statutory evidence capture built into the field workflow.
Related Bedstone services
FM operators typically pair this with AI accounts for contractor invoice coding and verification, field and work order software, and our property work where you sit alongside asset owners. Or look at Bedstone OS for one workspace across assets, work orders, contractors and compliance.
How we engage
Five-step delivery, scoped to fit. Audit, scope sprint, proof of concept, verification, rollout. Wrapped as a fixed-scope sprint, monthly retainer, fractional engagement, or one-off audit. See services for the full process and commercial structures.
Common questions
Does it replace our CMMS?
No. Your work order and asset system stays the system of record. We build the triage, compliance and matching layer in front of it, and push structured results back into it through its API.
How does it handle a vague request like "the light is broken"?
It resolves the asset from the location and the request text, infers the trade and the likely part, checks the access constraints on that space, and routes it. Where it cannot resolve confidently it asks a person rather than guessing, because a wasted truck roll costs more than a question.
Can it help with essential safety measures and statutory inspections?
Yes. The obligation is evidence, and evidence is a capture problem. We build the collection into the field workflow so the record exists when the certificate is due, rather than being reconstructed.
Will it approve contractor invoices automatically?
No. It matches the invoice against the work order, the rate schedule and the evidence of completion, and flags anything that does not line up. A person approves payment. Automatic approval of contractor spend is a control failure, not a feature.
Across Australia
We work with operators in this sector across the country. See city-specific context: AI agency Australia, Brisbane, Sydney, Melbourne, Perth.