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One System, 1,700+ Sites: How a US FM Service Provider Took Control of Vendors, Billing, and Client Integrations with Facilio
- Centralize work orders, vendors, contracts, and reporting in one unified operating layer
- Enforce end-to-end WO-to-quote-to-invoice traceability with hard billing controls
- Govern 150+ vendor companies with role-based access across 1,700 sites
| Before Facilio | After Facilio |
|---|---|
| cancel Fragmented Operations: Disconnected tools forced manual re-entry across work orders, documents, vendors, and contracts with no single source of truth. | check_circle Unified Operating Layer: All work orders, vendors, contracts, PM schedules, and reporting flow through one platform with no duplicate updates. |
| cancel Billing Exposure: No hard link between work orders, quotes, and invoices left overbilling risk unmanaged across 1,700 sites. | check_circle End-to-End Traceability: WO-to-quote-to-invoice chain enforced, with hard invoice limits blocking submissions above approved quote value. |
| cancel Uncontrolled Rate Cards: Pricing varied by client and branch, scaling to 10,000+ line items with no centralized structure or mapping. | check_circle Digitized Rate Cards: 10,000+ line items mapped to properties, vendors, and client billing structures in Corrigo Pro. |
About the Organization
This organization is one of the leading FM service providers in the United States, specializing in landscaping, exterior maintenance, and grounds management across a large and geographically distributed commercial portfolio. Operating across approximately 1,700 active sites and coordinating with more than 150 vendor companies, it manages one of the most complex subcontractor-driven service delivery models in the US exterior FM market.
The company's business model depends on tight coordination between a lean internal operations team, a large distributed vendor network, and multiple enterprise clients who manage their own CMMS platforms. Every work order, quote, invoice, and service record must stay aligned across all three layers without slowing down vendor execution in the field.
Challenges:
Running a high-volume exterior FM operation across 1,700 sites with a lean team and a large vendor network exposed the limits of disconnected tools fast. Work orders arrived from multiple client systems, had to be dispatched, tracked, and reconciled against quotes and invoices with no unified system connecting those steps. Rate cards scaled to 10,000+ line items with no centralized control, and without a hard WO-to-invoice link, overbilling risk had no automated check. Staying synchronized with Corrigo Pro and CBRE Service Insights added further complexity as volume grew.
Key Challenges:
- Disconnected tools forced manual re-entry across work orders, documents, vendors, and contracts with no unified operating layer
- No hard link between work orders, quotes, and invoices left billing controls weak and overbilling risk unmanaged
- Rate cards scaled to 10,000+ line items across clients and branches with no centralized digitization or mapping
- PM schedules and inspection checklists were fragmented across sites and vendors with no standardized tracking
- Staying compliant with Corrigo Pro and CBRE Service Insights became harder as work order volume grew
- Vendor governance lacked structure, with no role-based access controls or permission-based workflow approvals
Facilio's Solution
Facilio's Connected CMMS was deployed as the central operating layer for the service provider's work order, vendor, contract, and client integration workflows across its 1,700-site portfolio. The deployment covered work order management, a vendor portal with role-based access, contract and invoice controls, digitized rate cards, planned maintenance scheduling, multi-site inspections, RFQ management, territory-based account manager visibility, and real-time integrations with Corrigo Pro, CBRE Service Insights, Bill.com, and Xero.
With 40,000+ work orders now processed annually through a single system, the organization moved from a fragmented set of tools to a unified and auditable operating layer that keeps vendors, clients, and compliance aligned in one place.
Solution Highlights
1. Unified Operations Hub Replacing Fragmented Tools
Facilio became the single system of record for work orders, vendors, contracts, PM schedules, and reporting across the 1,700-site portfolio. All operational data that previously lived across disconnected tools now flows through one platform, eliminating duplicate updates and manual re-entry. Internal users, account managers, and vendor teams each operate within the same system with role-appropriate views and controlled permissions.
2. Real-Time Client Integrations with Corrigo Pro and CBRE Service Insights
Facilio integrates in real time with both Corrigo Pro and CBRE Service Insights via API, keeping work order statuses and records synchronized across all three systems without manual intervention. When a client recalls and re-issues a work order in Corrigo, Facilio preserves the full history of the original order without data loss. A sync function gives the internal team a manual override for edge cases, ensuring operations stay in control even when client-side actions create status exceptions.
3. Vendor Portal with Role-Based Access and Territory Controls
All 150+ vendor companies operate through a dedicated Facilio portal, with administrators and technicians assigned role-specific access levels covering administrator, full access, and limited access. Vendors see only the sites and services assigned to them, and all workflow actions including quote submission, work order acceptance, and completion are governed by configurable permissions. Territory management maps account managers to their assigned sites, keeping views focused across a large and distributed portfolio.
4. Contract and Invoice Controls with End-to-End Traceability
Facilio enforces a hard link between work orders, approved quotes, and vendor invoices, with a system rule that blocks invoice submission above the approved quote value. Rate cards covering 10,000+ line items are digitized and mapped to properties, vendors, and clients, including markup structures that translate vendor rates into Corrigo Pro client billing. Vendor payments are processed through Bill.com with vendor IDs mapped for accurate routing, while client invoices flow to Xero for financial reconciliation.
5. Digital Planned Maintenance and Multi-Site Inspections
PM schedules and service checklists are managed per site and per vendor, with unique PM pricing supported at the property level. Scheduled and ad hoc work orders are generated automatically with tracked completion, replacing fragmented spreadsheet-based PM governance. The inspections module adds multi-site inspection templates, deficiency-linked work order generation, and PDF export for client-ready reporting.
6. RFQ Management and Financial Reporting
The RFQ module allows the team to issue open or closed bid requests, collect itemized vendor quotes, and convert approved quotes into work orders without re-entry. Profit-and-loss reporting by property and client gives account managers the visibility needed to manage margins across a high-volume, multi-client portfolio. All reporting is consolidated within Facilio, replacing multi-system reconciliation that had previously made financial oversight slow and error-prone.
Impact
- 40,000+ work orders managed annually through a single system across 1,700 sites, replacing fragmented multi-tool operations
- 150+ vendor companies governed with role-based portal access and permission-controlled workflow approvals
- 10,000+ rate card line items digitized, mapped to properties and vendors, and integrated with Corrigo Pro client billing
- End-to-end WO-to-quote-to-invoice traceability enforced, with hard invoice limits eliminating overbilling risk
- Real-time sync maintained with Corrigo Pro and CBRE Service Insights, with full history preserved on recalled and re-issued orders
- Operational, financial, and compliance reporting consolidated in one platform, eliminating multi-system reconciliation
