What you have, its condition and what it costs to run — one record for every site.
Keep one register of every asset, walk the sites with a phone for stocktakes and inspections, grade condition into a priced action list, plan replacements ten years ahead, compare FM costs by service across sites and hold suppliers to their service levels.
Assets arrive by CSV import, scan or webhook. Forecasts are worked out from age, expected life and condition.
From what is installed to what it costs to keep it running.
The register and the site walks feed the condition grades, the condition sets the first years of the replacement plan, and the FM contracts carry the cost and the service levels.
More about Asset register ↓
More about Stocktakes & inspections ↓
More about Condition assessment ↓
More about Asset lifecycle planner ↓
More about FM cost intelligence ↓
More about FM service quality ↓
What each step takes in, does and hands on
Facilities are usually run from a CAFM export, a spreadsheet of contracts and a supplier's own reports. Every step below keeps its part on the sites. Here is what you bring, what each step does and what you get out.
Asset register
One list of everything installed across the sites, with the dates that matter — warranties, end of life — and its value for insurance.
| Measure | Value |
|---|---|
| Assets | 3 840 |
| Replacement value, SEK | 41 m |
| Warranties ending within 90 days | 212 |
| Past end of life | 9 % |
Across 14 sites; warranty alerts arrive before they lapse.
You bring
- An export from your CAFM or O&M manuals, as CSV
- Categories
- Warranty dates and purchase costs
What it does
- Takes assets in by CSV import, NFC, QR or RFID scan, or a generic webhook
- Shows count, replacement value, average condition, warranties ending within 90 days and assets past end of life
- Shows which assets are pinned on the floor plans
- Flags warranty windows, ageing clusters and replacement priorities, with AI
- Feeds condition, lifecycle and fit-out budgets
What you get
- One register per site
- Warranty alerts before they lapse
- A replacement value for insurance
Stocktakes & inspections
Walk the site with a phone and come back with a reconciled register and a list of what failed — timestamped and signed.
- Found
- 3 799 of 3 840
- Missing
- 41
- Unexpected
- 19
- Checklist frozen when the walk started
- Every failed item has a photo or note
- 4 safety items failed
You bring
- A phone
- The site walk
- A checklist — or the standard site walk
What it does
- Runs quick scans, full stocktakes and receiving checks
- Reconciles assets as found, missing or unexpected
- Runs inspection checklists for building condition, safety and amenities — pass, fail or not applicable
- Requires a photo or a note when certain items fail
- Freezes the checklist when the walk starts, so later edits never change past results
- Logs every entry with who and when
What you get
- An audit trail
- The missing assets, listed
- Inspection findings
Condition assessment
What state the buildings are in and what it will cost to put right — in the order it has to be done.
186 defects, average grade 3.4 of 5. Statutory items in poor condition go straight to immediate.
You bring
- Defects per building element
- A rough cost per defect
- Optionally a maintenance budget
What it does
- Grades twelve element categories from 1, critical, to 5
- Weights each defect by priority — safety, compliance, operations, experience, cosmetic
- Sends statutory items in poor condition straight to immediate
- Sorts the rest into 3–6 months, 6–12 months and the capital plan, with cost per bucket
- Writes the risk narrative, with AI
What you get
- A prioritised action list
- Cost per timeframe
- A basis for dilapidations talks
Asset lifecycle planner
What replacing the estate's plant and fittings will cost, year by year — so the peaks are in the budget before they arrive.
SEK 18.5 m over ten years; 2027 and 2028 exceed a SEK 2 m budget.
You bring
- Assets with age and expected life — or standard lives
- Quantities and unit costs
- Optionally an annual budget and a horizon
What it does
- Sets each replacement year from age and expected life
- Spreads spend year by year over three, five or ten years
- Puts overdue assets in year one
- Flags the peak year and the years over budget
- Shows the risk of deferring, windows to buy like items together and the programme's present value
- Writes phasing advice, with AI
What you get
- A capex profile for finance
- The years over budget
- Advice on phasing
FM cost intelligence
What each FM service costs at each site, on the same basis — so the sites that run expensive stand out.
- Cleaning 70
- Maintenance 62
- Utilities 58
- Security 34
- Other 26
You bring
- FM and service contracts already in Workplacer
- Leases with service lines
What it does
- Annualises the running fees of FM contracts, service agreements and lease service lines — rent, tax and insurance left out
- Groups cost by service — cleaning, security, maintenance, utilities, catering and more
- Puts it per sqm, per employee, per desk and per person present
- Flags suppliers off the approved list
- Ranks where the savings are, with AI
What you get
- Each site against the others
- The outliers, first
- A ranked list of savings
FM service quality
Whether each service delivers what it is paid for — measured against its service level, not against the supplier's own report.
| Service | SLA | Trend |
|---|---|---|
| Cleaning | 86 % | Declining |
| HVAC maintenance | 88 % | Stable |
| Security | 97 % | Improving |
Target 95 %. Three suppliers could be consolidated.
You bring
- The supplier for each service
- SLA targets
- Inspection scores and annual cost
What it does
- Scores each service against its SLA, banded from 95 % and above to below 80 %
- Shows each service's trend — improving, stable or declining
- Builds a scorecard per supplier
- Sets the cost of poor quality against the spend
- Shows where suppliers could be consolidated, with a review brief written by AI
What you get
- The services below SLA
- A brief for the supplier review
- Consolidation opportunities
The difference between an asset list and running the estate
One record per site
Assets, inspections, condition and FM contracts sit on the same site as its lease and cost — not in four systems.
One placeForecasts you can follow
Replacement years and priorities come from age, expected life and condition. AI writes the advice; the numbers are computed.
DeterministicSites compared like for like
FM cost by service, per sqm and per person, so each site is measured against the rest of your own portfolio.
ComparableThe people who keep the buildings running
One register, every walk
Assets, stocktakes, inspections and supplier quality in one place, with the failed items and missing assets first.
Which sites cost too much to run
FM cost by service across sites, condition per building and what each will need in the next ten years.
Replacements in the budget
A year-by-year capex profile with its peaks, and the years that run over budget.
Read the Workplacer product story
What Workplacer is, the value it creates, and how the platform fits together — in brief or in full. Read it online or download the PDFs.
Know what you have — and what it will cost to keep.
Send us an asset export and your FM contracts. We will show you the register, the replacement plan and the cost per service.