AI knowledge base for facility management when 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 as well as at your desk. The demo uses sample documents; you find out how well it works for your properties in the first weeks after go-live.

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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 log book

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 – and the air handling unit is in a building three streets away.
Kurt knows where every shut-off valve in the building is and which key fits which lock. Kurt retires next year.
When was the lift last inspected, and what was outstanding? It’s in the lift log book, and the lift log book is in the machine room.

On Monday morning you take over an office building from the previous facility manager. What you get is two lever-arch files, a USB stick with a directory called “Objekt_alt_final” and the news 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 in the findings have been dealt with. The same day, the lab reports an abnormal 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 to the system. In the evening the property management company asks about the warranty on the roof renovation. The handover was in the spring, someone forwarded the record as an email attachment, and the works contract is with the owner.

Things people in this industry say every day.

Example questions

Questions from your day-to-day work

Three questions that come up day to day, and the document where you would expect to find the answer. In the demo you see this with sample documents; you test it with your own documents in the first weeks after go-live.

“When was the lift in this property last inspected, and which defects were outstanding?”
1 Inspection report · entry in the lift log book
“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 log book, 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 the contractors’ service specifications
Acceptance records, 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. One-click systems connect via your account; for the others we check before we start whether and how a connection is possible – until then, you simply upload documents.

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Pricing

What it costs

Basic package

from€500per month

Set-up fee €2,900 · excl. VAT

A flat fee per company. Everyone at your company can use it – technicians as much as office staff – with no per-user licence. One-click connections are included in the set-up. Before we start, we check whether your industry-specific software can be connected; that connection is charged on a time-and-materials basis, agreed in advance.

At the kick-off we agree on twenty questions together – along with the documents each answer should come from. At sign-off we go through them together and look at what the system does with them. What follows from that is set out in the quotation.

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Getting started

Where to start

Take one property, not the whole portfolio: inspection reports and findings for each 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, including scans of paper documents. In the first weeks after go-live, ask questions you know the answers to; if the results are right for one building, add the next. Microsoft 365 connects in one click, subject to admin consent. Before we start, we check whether your file server can be connected; that set-up is charged on a time-and-materials basis, agreed in advance.

FAQ

Frequently asked questions

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

You can ask about what’s in your own documents: the date in the findings, the interval in the maintenance contract, the extended deadline in the defect list – each answer shows where 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, shops 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 a Legionella test 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 tells you 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. 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 after go-live.

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

You can ask for the acceptance record, the works contract and the defect list; if they’re in the knowledge base, the answer gives the date and source, so you have something to 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 from the day of handover, unless agreed otherwise. Whether anything is still outstanding in a specific case is not for the system to decide.

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

With a walk-round and a phone. He goes through the building, photographs shut-off valves, distribution boards and lock cylinders and records a voice note for each – which riser, which room, what to watch out for. Photos and voice notes go into the knowledge base and can then be searched, with the picture as the source. Try the first ten to see how well notes recorded in the plant room are transcribed. What he didn’t record isn’t written down anywhere; if the system finds nothing on it, it tells you so.

Guides

Request a demo – with examples from Facility management & building services

In a 30-minute video call, we use sample documents from your industry to show you how questions are answered and what the source for each answer looks like. You don’t need any of your own documents for this.