HONEST COMPARISON
FacilityFlow IFM vs spreadsheets and standalone CMMS.
A spreadsheet or standalone CMMS tracks maintenance work. FacilityFlow is an Integrated Facility Management (IFM) platform that also runs contract SLAs, compliance, KPIs, finance and workforce on one database. This page shows where each approach fits.
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HONEST COMPARISON
Spreadsheets and standalone CMMS vs FacilityFlow IFM.
A simple tool is the right choice for some teams. FacilityFlow is built for teams that carry SLAs, compliance duties, client contracts and a workforce across one or many sites.
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| Feature / Capability | Spreadsheets or a standalone CMMS | FacilityFlow IFM |
|---|---|---|
| Scope | Maintenance work orders and assets. HR, finance, compliance and contracts sit in other tools. | Faults, work orders, planned maintenance, assets, HSE, licences, audits, contracts, budgets, energy, HR, payroll and rostering on one database. |
| Contract SLAs | SLA dates are tracked by hand or in a separate sheet. | Contract-driven SLA clocks in working days, escalation every 5 minutes, and pause and extension-of-time records. |
| Penalties and billing | Deductions are often found when the client applies them. Invoices are compiled by hand. | The KPI engine flags potential deductions as they happen. An endorsed payment statement converts into an ERPNext Sales Invoice. |
| Planned maintenance | Calendar schedules are common. Checklists, permits and spare parts may sit in other tools. | Calendar and meter-based schedules, versioned checklists, LOTO, spare parts reserved automatically and overdue detection. |
| Statutory compliance | Licence and certificate expiry dates live in calendars or sheets. | Licence engine with reminder steps, renewal cycles and overdue escalation. 22 licence types are pre-loaded. |
| Workforce | Rostering, attendance and payroll run in separate tools. | Rostering, attendance, leave and payroll on the same job sites as your operations. |
| Audit evidence | Evidence is spread across folders and inboxes. | Evidence Library, document repository with full-text search, and a hash-chained audit trail. |
| Users and cost | Spreadsheets have no licence cost but no control. Some CMMS tools charge per user. | Unlimited users and no per-seat fees. |
| Best fit | One site, maintenance-only needs, a small team. | FM contractors, owners and authorities who need SLAs, compliance, contracts and workforce in one system. |
EXPLORE COMPARISONS BY CATEGORY
How FacilityFlow compares with each alternative.
Each option has strengths. Here is where FacilityFlow fits, and where a simpler tool is enough.
FacilityFlow vs spreadsheets
A spreadsheet is cheap to start and hard to scale.
- A spreadsheet holds data but runs no clocks. FacilityFlow runs contract SLA clocks in working days and escalates every 5 minutes.
- Licence and certificate lists in a spreadsheet depend on someone checking them. FacilityFlow sends reminders, opens renewal cycles and escalates overdue items.
- Monthly reports in a spreadsheet are compiled by hand. FacilityFlow generates the monthly contract pack and turns an endorsed statement into a Sales Invoice.
- Spreadsheet edits leave no tamper-evident record. FacilityFlow keeps a hash-chained, append-only audit trail that is verified daily.
FacilityFlow vs a standalone CMMS
A CMMS covers maintenance. FacilityFlow covers the contract around it.
- A standalone CMMS handles work orders and planned maintenance. FacilityFlow adds contract SLAs, KPI deductions and payment statements in the same system.
- A standalone CMMS usually leaves HSE, licences and audits to other tools. FacilityFlow includes permit to work, MSRA, statutory licences and site audits.
- With a standalone CMMS, HR and payroll are separate. FacilityFlow includes rostering, attendance, leave and payroll on the same job sites.
- Some CMMS tools charge per user. FacilityFlow has unlimited users and no per-seat fees.
FacilityFlow vs separate tools
Five tools mean five databases.
- With a separate CMMS, helpdesk, HR tool and accounting system, site and asset data is entered several times. FacilityFlow shares one database across all of them.
- With separate tools, SLA and cost data must be joined by hand before you see a penalty. FacilityFlow shows KPI deductions as they happen.
- Separate tools need separate integrations. FacilityFlow includes ERPNext finance and procurement and Frappe HRMS, plus a REST API and webhooks.
- Separate systems each need their own user management. FacilityFlow has one set of roles, approval workflows and access reviews.
When a simpler tool is enough
Honest guidance on fit.
- One site, maintenance only and a handful of users: a simple CMMS or a well-kept spreadsheet may be enough.
- No client contract, no statutory licences and no workforce to roster: you may not need an IFM platform.
- Several sites, contract SLAs, or a client or authority to report to: FacilityFlow IFM is the better fit.
- Not sure which applies? Book a demo and we will tell you whether FacilityFlow is the right size for you.
Still deciding? Compare against your own setup.
Tell us what you use today. We will show where FacilityFlow fits, and where it does not.
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