easyCAFM: building management that calculates, not guesses

Starting point

Anyone who cleans and operates buildings has to know the cost up front: How many hours does a school need per week? How many staff does the estate require? What belongs in the quote?

Facility management firms and public institutions long answered these questions with experience and spreadsheets that had grown over time: hard to trace, hard to quote and error-prone as soon as more properties were added. Every calculation depended on individual people and their Excel files. Anyone who had to justify a quote could point to no system, only to gut feeling.

Solution

We built easyCAFM as a complete web application, a system that covers the entire chain, from measuring up to the finished quote:

• Capture

  Buildings, rooms and outdoor areas are captured in a structured way: areas, floor coverings, types of use. Set up cleanly once, reusable for everything that follows.

• Calculate

  Cleaning effort is calculated from recognised industry benchmarks instead of estimated (technical term: benchmark-based calculation). Every figure can be justified, to clients and to management alike.

• Plan

  The effort turns into route, weekly and annual plans as well as staffing needs, converted down to workloads, that is, how many positions are really required.

• Quote

  From the same data, the software produces quote-ready PDF documents at the push of a button. No transfer errors, no recalculating by hand.

• Operate

  Work orders and defect reports are integrated directly: what was planned is also steered and documented.

Everything runs in the browser, without installation, with several users at once, operated on servers in Switzerland.

Result

Gut feeling became a traceable, repeatable process: guessing turned into calculating. Quotes now take a fraction of the time, can be justified and look equally professional for every property.

After a short onboarding, new staff calculate just as reliably as long-serving ones, the knowledge sits in the system, no longer only in people's heads and scattered files.

The product's sales website also comes from us: easyCAFM website

Timeline

1. Week 0Kick-off and requirements: capture, calculate and quote defined as the core.
2. Week 4First usable version in operation: capture and calculation run with real properties.
3. Week 8Full build-out: planning, work orders and defect handling integrated, operation taken over in Switzerland.