Commercial services / facility maintenance software
DispatchMind runs a commercial services / facility maintenance company from one place: calls and leads in, jobs on the schedule, the work on your team’s phones, then the invoice. Pick Commercial services / facility maintenance when you sign up and it’s set up for your trade from the first screen. You can change any of it later.
Commercial facility work comes from stores, offices and warehouses that all want their own work orders tracked and their own invoices. DispatchMind keeps each site's equipment on file, creates preventive maintenance visits ahead of time, and gets photos and checklists from your techs so the client's accounts payable can't kick it back.
A typical commercial services / facility maintenance job in DispatchMind
- A store manager sends a repair request through your web form and it lands as a work order for that site.
- You check the equipment on file at that location and send the right tech from the dispatch board.
- The tech checks in with on my way, fixes the issue, and adds photos and the checklist.
- If they need a part, the job goes Pending with a color tag, and the stuck jobs report keeps it from going quiet.
- Once it's done, it gets tagged Ready to invoice and you bill the client with the photos and notes.
What commercial services / facility maintenance owners tell us slows them down
Too many sites to keep straight
Every location has different equipment and contacts. Customer pages hold every address with its equipment on file and full job history, so techs know what's on site.
Preventive maintenance slipping
Quarterly PM visits get pushed when repair calls pile up. Recurring plans create them ahead of time, so they're on the calendar and tagged until done.
Invoices getting kicked back
Facility clients reject bills without proof. Photos, notes and checklists from the tech app sit on the job, ready to back up every invoice.
Set up for commercial services / facility maintenance from day one
Your job types
- Work order
- Preventive maintenance
- Repair
- Install
- Inspection
The details you keep on each job
- Site / store #
- PO #
- Not-to-exceed amount
A checklist for the work
Work order: Check in on site · Before photos · Work done · After photos · Check out and sign-off
A starter price list
Your common items are already in your price book. You set every price; nothing is filled in for you.
- Service call
- Labor (per hour)
- Materials
- After-hours fee
Nellie knows the trade
Nellie is the assistant built into DispatchMind. On a commercial services / facility maintenance account she knows how your customers talk and what to ask:
- Which site, and what is the work order or PO?
- What is the problem?
- Any not-to-exceed amount?
What she treats as urgent: A site that can’t open or is unsafe; A leak, no power or a broken door at a store.
What she never does: Never quote a price the company hasn’t set in its price book; Never promise what the tech will find before the visit.
Everything else
- Jobs move through four plain steps: Submitted, In progress, Pending, Done pending approval. Your trade’s own steps are color tags you can sort by.
- Estimates and invoices from your price book.
- A tech app for your team, with what each person may see set by you.
- Reports and commissions worked out from your own jobs.
- Bring your customers and jobs over from the system you use now.
Commercial services / facility maintenance software: common questions
Can I manage many sites for one commercial client?
Yes. One customer can have many addresses, each with its own equipment on file and job history. Search and reports work across all of them.
Can I schedule preventive maintenance visits?
Yes. Set monthly, quarterly or yearly plans for each site. Visits get created ahead of time and land on the calendar.
Can I track jobs waiting on parts?
Yes. Set the job to Pending and tag it waiting on parts. The stuck jobs report shows anything that hasn't moved in 60 days.
Can I see which commercial clients are most profitable?
Yes. Reports by job type, tech and customer show what you billed, and profit per job shows what you kept after parts and expenses.
Can I try DispatchMind for my facility maintenance company before paying?
Yes. You get a 14-day free trial with every feature turned on, Nellie included, and no card needed. If it fits, you stay month to month. If not, you walk away.
Related trades
Try DispatchMind free for 14 days
Set up for commercial services / facility maintenance. No card, month to month.