The Problem with Manual Processes

The manual handling of work orders, proposals, and invoicing processes is both time-consuming and prone to errors. Common bottlenecks arise when essential details—such as specific requirements or documentation from vendors—are not included at the time of submission. This omission leads to delays, back-and-forth communication, and ultimately, missed deadlines and increased operational costs. For example, if a facility manager must manually review a vendor’s proposal and verify whether it meets the necessary conditions, this can delay project completion by hours or even days.

Manual processes can also prevent organizations from enforcing consistent standards across various workflows. Operators may skip steps critical to accurate reporting or service completion, leading to further inefficiencies and inaccuracies. With the time required for each step compounding across multiple work orders, the result is significant time wasted on tasks that could be automated.

The Benefits of Automated Requirements

By automating key processes in facilities management, it is a more efficient way to reduce these bottlenecks and improve the overall workflow. Automated requirements allow facility managers to eliminate manual checks by setting predefined rules that vendors and internal teams must meet before the process can proceed.

Automation capabilities can ensure that all necessary documentation—such as photos of completed work or insurance requirements—is submitted before a vendor is paid. This eliminates the need for manual verification and reduces the risk of errors.

Other CMMS (Computerized Maintenance Management Systems) may lack robust automation capabilities and still require manual oversight at various stages.

Why Fexa is Different

Fexa’s Requirements Module takes a proactive approach to eliminate bottlenecks at the root by automating the entire approval and verification process. It offers many functionalities that enable organizations to set specific rules for their workflows. This includes automating the approval process based on criteria such as the amount of a proposal or the urgency of a service request.

For instance, a proposal exceeding $100,000 may be automatically escalated for approval by a VP, ensuring that important decisions are made by the right stakeholders without delay.

The system also automates vendor assignments, ensuring that work orders are dispatched to the appropriate vendor without requiring manual intervention. This is particularly useful in time-sensitive situations, such as when an HVAC system fails, and immediate action is required.

With Fexa’s automation, there is no need for a facility manager to sift through vendor lists manually; the system already knows which vendor to assign based on predefined criteria.

Fexa also improves overall accuracy and accountability by tracking compliance with internal rules and procedures. By ensuring that vendors follow all required steps—such as submitting completion photos or other necessary documentation—the platform holds both internal teams and external vendors accountable.

The system’s ability to prevent incomplete submissions from moving forward in the process ensures that work is completed to the organization’s standards before any payments are made.

Break Out of the Bottleneck

What sets Fexa apart from competitors is its ability to tailor automation to meet the specific needs of each business. Many CMMS platforms offer limited automation, focusing on a one-size-fits-all approach. However, Fexa allows for a higher degree of customization, enabling businesses to automate workflows that are aligned with their unique requirements. For example, a business might set specific time limits for vendor responses, ensuring that a work order request moves to the next vendor automatically if the initial vendor fails to accept the request within a defined period.

Fexa supports advanced reporting features, providing full visibility into ongoing work and highlighting any delays in the process. This allows facility managers to make informed decisions quickly, avoiding potential issues before they escalate.

In an industry where efficiency is critical, automating requirements through Fexa can drastically improve performance by eliminating bottlenecks, enhancing accountability, and streamlining operations.

By implementing Fexa’s Requirements Module, facility managers can move away from error-prone manual processes and focus on more strategic tasks, ensuring that their facilities run smoothly and efficiently.

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