The inbox of repair requests, the stack of service contracts, the pile of contractor invoices. The work that eats a facilities team's week is exactly the work AI handles well. We build it to be accurate, wired into the systems you already run, and answerable to a human wherever a decision carries weight.
A facilities team's day is buried in intake: repair requests, contract renewals, invoices, compliance certificates. None of it needs a human to read it first. It needs a human to decide.
So we build for the parts that matter in this trade. Every extracted date, figure or answer stays linked to its source (the contract clause, the work order, the invoice line) so anything the system tells you can be checked against the document behind it. Where a call carries legal or financial weight, a person decides; the AI does the reading and the drafting.
And a facilities team runs many sites, buildings and contractors at once, so per-site scoping and access controls are built in from the start. One client's or building's data never bleeds into another's. The result is something you can put into daily operations, not a demo that impresses in a meeting and never touches a live site.
Real AI solutions for your operation, built into the tools you already run.
Service contracts, warranties, insurance certificates and vendor SLAs read and turned into structured data, with key dates, notice periods, response-time terms and renewal windows mapped into your CAFM system. Every extracted field stays linked to the clause it came from, so a diarised date can be checked against the document in one click. The obligation buried on page nine stops slipping past you.
Inbound requests (helpdesk portal, email, phone transcripts, WhatsApp) read, classified by trade and urgency, and matched against tickets already open so the same fault isn't dispatched twice. The system drafts the work order and suggests the right contractor from your approved list; a coordinator confirms and sends. Emergencies surface at the top instead of sitting in an inbox overnight.
Contractor invoices, utility bills and maintenance costs read and matched against the work order, the agreed rate and the budget line before they're approved. Duplicate bills, out-of-contract charges and quantities that don't match the job get flagged for a human to look at, not waved through. Costs are coded to the right site and asset as they land.
Statutory and planned deadlines (fire safety, gas, electrical, lift inspections, PAT, HVAC service) tracked against every building and asset and surfaced weeks before they lapse, not after. The monthly pack drafted for you: open work orders, SLA performance, spend and budget-versus-actual explained in plain English, each figure linked to the record behind it. You review the narrative instead of assembling it.
An assistant that answers 'how do I log a repair?' or 'what's the status of my ticket?' with an evidence-linked answer drawn from your own procedures and that site's records. It handles the routine questions that flood the helpdesk and hands anything needing judgement (a safety issue, an escalation) straight to a person. Per-site scoping and access controls keep one client's or building's data walled off from the next.
Start with a short assessment. We map where AI pays off first in your operation, before you commit. See the assessment →
Proof beats promises. Here's one running for real, right now.
An 8-person team was burning ~6 hours a day reading emails, extracting data from PDFs and re-typing it into a 15-year-old ERP. We built an integration bridge and an AI extraction engine that reads every request, opens the service call in the old system itself, and leaves a person only the edge cases.
Average handling time fell from about four hours to thirty seconds, and roughly 80% of manual data entry disappeared, with no change to how the field team works. Read the full case →
More in production for facilities
A university campus that stopped running blindRead more →Personal and financial data is scoped per site and per client, with role-based access, so one client's or building's information never surfaces in another's. Where the data demands it, systems can run inside your own environment, and every answer is traceable back to the record it came from.
That's the intended shape of the work. The AI plugs into your existing CAFM/CMMS, helpdesk, email and finance tools rather than asking you to move to something new. We map to your sites, assets and vendor rules so the output lands where your team already looks for it.
No. It clears the reading, sorting and data entry (triaging requests, extracting contract dates, checking invoices) so your team spends its time on contractors, occupants and the calls that need judgement. The people who know the buildings stay in control.
Pick the one process that hurts most (usually maintenance triage or compliance-date tracking) and we scope that first, prove it on your own data, then extend. You get something working end-to-end before committing to a wider rollout.
Reef TRH