Facility and Maintenance Management Application

Facility teams are usually the last function in a business to get a system. Finance has Zoho Books, sales has Zoho CRM, HR has Zoho People — and the team responsible for the buildings those departments sit in runs on a group chat, a shared calendar and a spreadsheet named after whoever last updated it.

The failure pattern is consistent. A tenant reports a fault by message, so there is no ticket, no clock and no record that it was reported at all. Quarterly servicing on the chillers slips because the reminder lived in one person's calendar and that person left. A contractor does hot work without a permit because the permit book is in a drawer on another floor. A vendor invoice arrives for a job nobody can confirm was completed to the contracted response time. And when someone asks what a particular asset has cost over three years, the honest answer is that the information exists only as a pile of invoices.

Zoho has no CMMS. There is no asset object, no work order, no preventive maintenance schedule, no permit to work. This application supplies that layer inside the Zoho org you already run, so maintenance cost, spares consumption and vendor billing connect to the rest of the business rather than sitting in a silo.

What ECOSIRE builds

Asset and location register

A hierarchical register in Zoho Creator: site, building, floor, zone or room, and then the asset itself. Each asset carries a tag or QR code, category, make, model, serial number, capacity or rating, commissioning date, expected life, warranty expiry, criticality, parent asset and the vendor who supplied it. Documents attach directly — manuals, warranty certificates, commissioning reports, test certificates. A QR sticker on the plant is enough for a technician on the Zoho Creator mobile app to open the right record without searching for it.

Work requests and work orders

Requests arrive through a Creator page, a public form for tenants or staff, or an inbound email routed by Zoho Flow — and every one of them becomes a record with a timestamp. Triage converts a request to a Work Order with trade, priority, asset, location, assignee (internal technician or external vendor), and the response and resolution clocks the priority implies. Deluge validation blocks the shortcuts that cause audit findings: a work order on a critical asset cannot start without the required permit, and cannot close without completion notes, actual hours and, where you require it, a photo.

Preventive maintenance schedules

PPM is defined on both dimensions that matter. Calendar-based — monthly, quarterly, half-yearly, annual — and meter-based, where a running hours or consumption reading crosses a threshold. Each schedule carries its own task checklist, expected duration, required trade and required spares. A scheduled Deluge function generates the work orders ahead of the due date so the team plans rather than reacts, and a compliance view shows what was due, what was done, and what slipped, per asset and per site.

Permit to work

Hot work, working at height, confined space, electrical isolation, excavation and any other class you operate. Each permit has its own field set, an approval chain, a validity window with start and expiry, attached risk assessment and method statement, and issued-to details for the contractor. A work order requiring a permit cannot be started until an approved, in-date permit is attached, and an expiring permit raises an alert to the issuer. The permit register is the artefact an auditor asks for, and it is generated as a by-product of doing the work properly.

Vendors, contracts and SLA

A vendor register holds trades covered, insurance and compliance document expiry, and rate card. Contracts hold scope, covered assets, contract period, value and — the point of the whole thing — response and resolution targets by priority. Work orders assigned to a vendor are measured against those targets automatically, with breaches flagged rather than discovered at renewal. Compliance document expiry follows the same scheduled-function pattern as everywhere else: a vendor whose insurance has lapsed stops being assignable.

Spares, cost and billing

Spares and consumables issue against work orders from Zoho Inventory, so stock, valuation and maintenance cost move together and reorder levels reflect reality. Labour hours and vendor charges roll up per work order, then per asset, per location and per site, giving a genuine total cost of ownership trace. Where you recharge tenants, clients or internal cost centres, chargeable work orders create invoices in Zoho Books through the Books REST API, with the correct customer, item, cost centre and GST or VAT treatment applied.

Inspections, rounds and mobile

Inspection checklists cover daily rounds, safety walks and statutory checks, with pass or fail per line and a failed line automatically raising a corrective work order. On Zoho Creator mobile, a technician scans an asset QR code, sees its open work orders and history, completes the checklist offline, attaches photos, and syncs when signal returns.

Integration map

• Zoho Inventory — spares issue, return and reorder against real stock.
• Zoho Books — vendor bills for contracted work and recharge invoices for chargeable jobs.
• Zoho CRM — where tenants or managed clients are accounts, their work order history sits against the account record.
• Zoho People — technician records, shifts and attendance where you run it.
• Zoho Flow — inbound request email, escalation on SLA breach, notifications into Zoho Cliq.
• Zoho Analytics — dashboards for PPM compliance, backlog ageing, SLA performance and cost per asset.

Who it is for

Property and estate managers running commercial, retail or residential buildings; facility management contractors delivering to client sites; manufacturing and warehouse plant maintenance teams; hotels, hospitals, schools and campuses; and any organisation with a critical asset base whose PPM compliance is currently evidenced by a spreadsheet.

How delivery works

1. Scoping call. We walk your asset hierarchy, your PPM regime, the permit classes you operate, your SLA definitions, and which Zoho apps you already run — plus how (and whether) you recharge maintenance cost. 2. Fixed quote. A written scope with the exact form and field list, the permit and SLA logic, integration points and reports, at a fixed price with no hourly billing. 3. Build. Creator application, Deluge validation and scheduled functions, PPM generator, permit approval chain, SLA clocks, Inventory and Books integrations, mobile and QR flows, dashboards. 4. Install in a test environment. Deployed to your sandbox or a test Creator environment against a Books test organization, loaded with a real site's assets so you can run a full PPM cycle and a permitted job before touching live data. 5. Production go-live. Promoted to your live org with the asset register imported and tagged, vendors and contracts loaded, users and roles set, and technicians, supervisors and requesters trained. 6. Support window. A defined post-go-live support period for fixes and adjustments, with all Deluge source and configuration handed over.

Honest scope

This is built to order. There is no download, no trial and no shelf copy, because the asset hierarchy, permit classes and SLA definitions are yours and a generic template would not survive your first audit. Typical lead time is two to four weeks from signed quote to a working test environment, longer where the asset register needs substantial cleaning before import — we will tell you that during scoping rather than after. Building management system and IoT meter feeds can be integrated where the equipment exposes an API or a usable export; that is confirmed in scoping, never assumed. You keep the code.