Facility Management & Staffing
Consumables (housekeeping chemicals, pantry and catering material, uniforms, safety gear) and, for IFM, spares and subcontracted maintenance (AMC) are bought across many sites with no rate discipline. The same item is bought at three prices at three sites, over-issue at site is never reconciled to the work done, AMC and subcontractor invoices are paid against orders nobody matched to a service-completion record, and the finance team re-keys every vendor invoice by hand. The leak surfaces, if ever, at audit.
Who has it
Core for housekeeping, catering and soft-services operators (housekeeping consumables and catering material); integrated facility-management companies buy consumables, spares and subcontracted AMC across many sites; security and manpower-deployment agencies buy uniforms and equipment; staffing and contract-workforce providers have a smaller version of the same.
What we build
A clean vendor and rate-contract master and a deterministic three-way match (goods or service received vs purchase order vs invoice) that flags price drift, off-contract rates, quantity and duplicate-billing variances across sites, with per-site consumable issue reconciled against the deployment and the work done so over-issue surfaces.
What is automated, where AI helps, who signs off
The reliable spine
The non-AI spine is the three-way match: goods or service received, purchase order and invoice are compared deterministically against the rate-contract master, and price drift, off-contract rates, quantity and duplicate-billing variances are flagged with the figures that triggered them.
Where AI helps
AI is limited to reading a vendor or AMC invoice into structured fields from the firm's own data so the match can run; it never owns the number, the approval, the promise or the decision.
Who signs off
A named person signs off anything touching money, stock, a customer promise, a regulated filing, a payment, a price, a credit decision or a people decision.
What changes day to day
Clean invoices flow through for one-click approval while only genuine exceptions reach a person; off-rate buying, duplicate billing and site over-issue are caught before payment, not at audit; consumable cost per site becomes a number; the re-keying disappears.
Illustrative outcome
Consumable and AMC leakage caught and recovered each cycle and finance re-keying hours removed. Illustrative; final numbers come from your own data.
Illustrative; final numbers come from your own data.
Path to the build
Book a free 60-minute call, then a free Blueprint on the firm's own records. Deep-dive and build, followed by run and govern so the workflow keeps paying back.
Related builds
A free 60-minute call. No cost, no obligation, just a clear read on what is worth building.