Preventive Maintenance Scheduler & Vendor Coordination System
A done-for-you commercial real estate automation built for the Facilities Manager, connecting Jotform and Google Sheets so the work below happens on its own.
What this automation does, step by step
Every piece of major building equipment (HVAC units, elevators, fire suppression systems, generators, and plumbing infrastructure) is tracked in a preventive maintenance calendar with manufacturer-recommended service intervals.
Service work orders are automatically generated and sent to the appropriate contracted vendor at the required interval, and the vendor confirms the scheduled date directly in the system.
After service is completed, the vendor submits a digital service report, which is automatically filed to the equipment record and triggers the next service window calculation.
The facilities manager receives a monthly maintenance compliance report showing every PM completed, every one overdue, and every vendor response rate, managing the building's equipment health proactively rather than reactively.
- CMMS (e.g., UpKeep, Fiix, or Yardi Maintenance)
- Jotform (vendor service report submission)
- Zapier or Make.com
- Email (automated vendor work order dispatch)
- Google Sheets (PM compliance dashboard)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left unautomated, a facilities manager spends hours on the parts of this job that don't require judgment: copying data, sending reminders, and tracking status by hand. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Low-stock and reorder alerts before you run out
- Vendor and subcontractor confirmations that chase themselves
- Preventive maintenance scheduled by usage or date
- Work orders and project milestones that update stakeholders
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