Smart Maintenance & Quoted Works Management: How CAFM Helps FMs Cut Costs Without Cutting Corners

Smart maintenance 

Using CAFM enables facilities managers to make informed day-to-day decisions, streamline operations, and identify areas for improvement across your organisation. 

Are you looking for a CAFM solution to revolutionise your maintenance activities?
Smart maintenance moves your facility management processes from reactive to proactive. Smart maintenance can help with scheduling preventive maintenance with real-time information.

Facilities managers gain control through protecting budgets and maximising asset value by minimising downtime. 

Predictive Maintenance: Stop Paying for Emergencies

Emergency repairs cost significantly more than planned maintenance, often 3-5 times as much. expansive's smart maintenance can be used to establish planned preventive maintenance in your organisation. We have templates you can adapt to your business, making it easier and quicker to schedule repairs and track maintenance history. You get ahead of the repairs, before they become big problems.

The benefits of PPM compound quickly:

• Avoid costly emergency callouts 
• Eliminate unplanned downtime that disrupts productivity
• Extend asset lifecycle with planned maintenance schedules.

Operational Efficiency: Eliminate Costly Inefficiencies

Manual processes drain resources and create opportunities for expensive mistakes. Smart maintenance automates repetitive tasks such as scheduling, generating work orders, and tracking compliance. Your team focuses on strategy and sales rather than admin.

The result:

• Leaner operations
• Fewer errors
• Teams focus on value creation instead of paperwork.

Top 5 Benefits of Implementing CAFM Software in Facilities Management

Quote management

Are you still manually creating quotes, checking spreadsheets, and trying to track the correct pricing data?

Manual quotes take time that could be spent in other areas. One missed approval can throw your maintenance plan (and your budget) off track.

CAFM systems offer key features that make various aspects of facilities management easier, and quote management is just one of them. Approving, creating and managing quotes, all made simple. 

Smart AI quote reviews

Reviewing quotes made easy! 

Our Quote Extractor auto-fills key details like cost lines, expiry dates, and contractor info, so you can focus on reviewing quotes, not retyping them.

expansive AI's Quote Analyser offers you a second pair of eyes for pricing. It can give you valuable insights into labour, materials and other critical information.

Quote Analyser provides data-backed insights into whether the price and schedule align with similar jobs, and flags anything that seems unusually high or low, like having your own pricing analyst, minus the paperwork.

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Centralised quoting and approvals

Centralised data management eliminates redundant maintenance, prevents oversights, and ensures nothing gets missed. 

Centralised quoting is improving communication in facilities. It helps organisations track and manage the quote process or the entire work order. 

Compare contractor responses

Stop chasing contractors one by one.

Request quotes from multiple contractors simultaneously and save valuable time. Automated notifications alert you when quotes are created and submitted, so there's no more inbox hunting.

Need to clarify something?

Use the built-in comments section to communicate directly with contractors about their work orders. Authorise, approve, or reject submissions based on your internal approval workflow. Once approved, attendance and fix expectations are automatically set, and expansive FM's SLA management handles everything from there.

With expansive's dedicated quote view screen, you can add costs, submit quotes, or edit them before sending them for approval. The entire process is fully trackable and transparent, ensuring you have complete visibility from start to finish.

Managers can quickly review and approve quotes using AI tools. A manual reviewer adds time and steps to the approvals process. 

Create & manage quotes

Stop wasting hours on quote creation.

expansive AI automates the entire process in just a few steps. Simply upload a PDF and watch the magic happen.

Our Quote Extractor intelligently auto-fills critical details like cost lines, expiry dates, and contractor information.

No more tedious retyping.

No more copying and pasting between documents.

You review the quote, and the AI handles the data entry. The system uses intelligent parsing to extract cost breakdowns, timelines, and key specifications, building complete quotes without any manual input.

The result?

Fewer errors and dramatically faster workflows.

In competitive markets, response time determines who wins the deal. While your competitors are still formatting spreadsheets, you're already impressing prospects with professional quotes.

This feature drastically reduces creation time, improves accuracy, and enables consistency, whether you're handling dozens of quotes daily or need a more efficient process for occasional requests.

Track approvals

expansive's dedicated quote view screen puts everything in one place. Add costs, submit quotes, or edit details before sending for approval - all from a single interface. Every action is tracked and visible, ensuring complete transparency throughout the entire process.

Define who approves quotes and under which conditions, with Approval Steps. Add rules to adjust factors such as, departments, expenses, currency and value ranges. 

AI tools empower managers to review and approve quotes in minutes, not days. The system intelligently identifies when the approval limit exceeds your threshold and automatically requests the appropriate approval. Changes and revisions are logged and integrated seamlessly, eliminating confusion and speeding up final reviews.

The result?

Complete visibility for everyone involved. Users know where their quotes stand. Managers can prioritise reviews. Finance stays informed. No more chasing colleagues for updates. No more watching opportunities fade while quotes sit in someone's inbox.

Auto-generate Costs

Skip the manual entry and time-consuming cost line creation.

How much time does your organisation waste typing line items, double-checking figures, and chasing missing information? Automating your costs with expansive eliminates these tedious tasks. The system pulls data directly from approved quotes, ensuring accuracy from start to finish. This means fewer errors, faster payments, and better cash flow.

Your finance team can focus on strategic work instead of data entry, while customers receive professional, accurate invoices immediately after job completion.

Fast Track to growth 

TeamSport's rapid growth was being held back by analogue facilities management processes that created bottlenecks, duplicated work, and put compliance at risk. With everything still handled on paper or spreadsheets, communication was slow, jobs were being missed, and valuable time and money were wasted. 

By switching to Expansive FM, TeamSport transformed operations within just 12 weeks, processing over 2,300 work orders in the first year and achieving 100% contractor uptake. Digital checklists made compliance up to ten times faster, while smarter workflows cut time-to-fix by 50%. What was once inefficient and manual is now fully streamlined, enabling TeamSport to scale with confidence and stay firmly in the fast lane.

Read the Casestudy

Learn more about how CAFM works

expansive AI advances smart maintenance even further by automating quotes, speeding approvals, and controlling costs. CAFM software delivers cost reduction through enhanced financial visibility, and streamlined contractor management, improving efficiency, compliance, and service quality simultaneously.

Get your quoted works under control with expansive's computer-aided facility management.

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