Improved Asset Maintenance: Facilities Management Transformation With Erpnext

The Challenge

The facilities management company was drowning in a chaotic maintenance ecosystem that undermined service quality and profitability. Their paper-based asset tracking created a muddled picture of equipment conditions and maintenance histories, leading to unexpected breakdowns that disrupted client operations and triggered costly emergency repairs. Maintenance teams wasted countless hours searching for equipment information and previous repair notes, while work orders were often delayed, misplaced, or duplicated in their manual system. Without visibility into true maintenance costs per asset, the company couldn't price contracts accurately or identify problematic equipment that should be replaced. These inefficiencies were severely limiting their ability to scale operations and retain key clients who demanded more responsive service.

Our Solution

We implemented a comprehensive ERPNext facilities management solution tailored specifically for the company's complex maintenance requirements. Our approach transformed their reactive, paper-based processes into a proactive, digital ecosystem with complete visibility across all assets and maintenance activities. The solution included a robust asset management system that tracked equipment locations, specifications, and complete maintenance histories, a sophisticated preventive maintenance scheduling module that generated automated maintenance cycles based on equipment types and usage patterns, and a streamlined work order management system that enabled real-time assignment, tracking, and completion documentation. The platform included mobile access for field technicians to receive assignments and document work without returning to the office.

Key Benefits

• Maintenance: 55%
• Downtime: 40%
• Deployment: 13 weeks

Technologies Used