AI knowledge base for facility managementwhen someone in the plant room asks for the inspection report.

Property files, inspection reports, system schematics, maintenance contracts and fault reports in one place, every answer with its source — available in the plant room just as at the desk. Whether that works with your properties, you check in a demo.

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Everyday question

“When was the lift in this property last inspected, and which defects were outstanding?”

The answer is in

Inspection report · entry in the lift logbook

1 Source in one click

Day to day

Sound familiar?

The plan for the ventilation conversion is rolled up on a shelf in the office — the air handling unit is in the building three streets away.
Kurt knows where in the building every shut-off valve is and which key fits which cylinder. Kurt retires next year.
When was the lift last inspected, and what was outstanding? It’s in the lift logbook, and the lift logbook is in the machine room.

On Monday morning you take over an office building from the previous facility manager. Along with it come two lever-arch files, a USB stick with a directory called ‘Objekt_alt_final’ and the information that the rest is with the electrician. Three weeks later the owner wants to know when the lightning protection was last inspected and whether the points from the findings have been dealt with. The same day the lab reports a conspicuous Legionella result from the domestic hot water system; who last flushed the cylinder and what temperature the system is set to is in a maintenance report that nobody can currently match up. In the evening the property management asks about the warranty for the roof renovation. The handover was in spring, someone forwarded the report as an email attachment, and the works contract is with the owner.

Statements as they come up day to day in this industry.

Example questions

Questions from your day-to-day work

Three questions as they come up day to day, and the document in which the answer should be found. Whether and how well the answer comes with its source, you check in a demo with your own documents.

“When was the lift in this property last inspected, and which defects were outstanding?”
1 Inspection report · entry in the lift logbook
“How has the ventilation been balanced since the conversion?”
2 System schematic · commissioning report
“Which inspections fall due in this property in the next six months?”
3 Deadlines from inspection reports and findings

Documents

The documents that matter to you

Property files per site — as-built documentation, schematics, building management system parameters
Inspection reports and findings from the recurring inspections — lift including lift logbook, electrical installation, lightning protection, fire alarm and extinguishing systems
Operating documents for building services — fire safety log, drinking water sampling, leak tests and system records for refrigeration plants
Maintenance contracts with response times and service specifications of the contractors
Acceptance reports, defect lists and warranty periods from the handover
Fault reports and service reports per system, photos from the plant room, voice notes after a call-out

Integrations

Connecting your systems

Your system stays as it is. Whether and how a connection is possible, we check before we start — until then, you simply upload documents.

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Pricing

What it costs

Basic package

from€500/ month

One-off setup €2,900 · net

A flat fee per company. Everyone at your company may ask — the technician just as much as the office, no per-head licence. Whether a connection to your system is possible, we check before we start; one-click connections are included in the setup, others are billed by effort, and what they cost is fixed beforehand.

At the kickoff we record twenty questions that the acceptance is based on.At the kickoff we agree on twenty questions together – along with the documents the answer should come from. At acceptance we go through them together and look at what the system does with them. What follows from that is set out in the offer.

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Getting started

Where you start

Take one property, not the whole portfolio: inspection reports and findings per system, plus the documents from the handover. Those are exactly what owners, authorities and insurers ask about. The property folder can be uploaded in one go, scans of paper included. In the demo, ask questions whose answers you know; if the result fits for one building, add the next. Whether your file server and Microsoft 365 can be connected, we check before we start; setting it up is charged according to effort.

FAQ

Frequently asked questions

Each property has a dozen inspections from different companies. Can I see what’s coming up?

You can ask about what’s in your own documents: the date from the findings, the interval from the maintenance contract, the extended deadline from the defect list — each answer names the place it comes from. Nothing is interpreted, and nothing is calculated either. There’s a reason for that: the intervals come from all sorts of places. For fixed electrical installations in workplaces, § 9 of the Electrical Protection Ordinance 2012 (Elektroschutzverordnung 2012) sets a maximum of five years; where the stress is low, as in offices, retail or service businesses, a maximum of ten years; on construction sites, every year. For hot water systems supplying more than one dwelling, ÖNORM B 5019 requires testing for Legionella at least once a year by an accredited testing body. Which case applies to your property is your decision. What never made it into the knowledge base won’t turn up either; if the system finds nothing, it says so.

When we take over a property, we get paper files and a USB stick from the previous manager. What do we do with them?

Upload them as they are: whole directories, scans, photos of plans, emails with their attachments too. The system suggests the property, system and date; someone on your side confirms the document type, because that determines who sees the document. You don’t need to sort anything beforehand. How well it copes with your predecessor’s cryptic folder names and scans makes a good first test.

The owner asks whether a defect in the roof renovation is still under warranty.

You can ask for the acceptance report, works contract and defect list; if they’re in the knowledge base, the answer names the date and source, so you have something in hand for the conversation. The legal assessment stays with you: for immovable property, the warranty period under § 933 ABGB (Austrian Civil Code) is three years and starts on the day of delivery, unless agreed otherwise. Whether anything is still open in a specific case is not something the system decides.

Kurt leaves next year. How does what’s in his head get into the knowledge base?

With a walk-through and a phone. He goes through the building, photographs shut-off valves, distribution boards and key cylinders and records a voice memo for each — which riser, which room, what to watch out for. Photos and voice memos go into the knowledge base and can then be queried, with the picture as the source. How well memos from the plant room are transcribed is best tried out with the first ten. What he didn’t record isn’t written down anywhere; if the system finds nothing on it, it says so.

Guides

Request a demo — with examples from Facility Management & Building Services

In thirty minutes by video we show you, using examples from your industry, how questions are answered and what the source for each answer looks like. You do not need your own documents for this.