Many facility management companies & other service providers have Simpro’s Maintenance Planner but run it half-configured. Using external paper-based reports, incomplete customer asset records, undefined service levels, and manual preventative maintenance (PM) job creation put efficiency, compliance, client visibility, and revenue at risk. Align the Planner to how you actually operate — and lead with predictable, audit-ready delivery.

Monday, 08:45.
Ops huddle runs long. The scheduler has a spreadsheet. A senior tech calls from site: “No serial, no last test — what exactly am I here to do?” By lunch, a failed check still hasn’t turned into a quote. By 4pm, someone asks for proof of preventative care for tomorrow’s renewal.

If customer asset records are patchy, service levels aren’t configured, and PM jobs rely on manual effort, the platform won’t deliver the preventative maintenance rhythm it’s designed to run.

This isn’t about entering data into Simpro. It’s about building a reliable maintenance workflow your team can run every day — and your clients can trust.

What this looks like day to day (and what it’s telling you)

• Tech rocks up blind. Asset records incomplete (serials, install dates, locations missing), or insufficient procedures for customer assets (longer van time, callbacks, dented trust).
  Root cause: customer asset records aren’t structured or complete (across sites and contracts).

• PMs raised manually. Spreadsheets/whiteboards → admin drag, missed services, revenue leakage.
  Root cause: Planner not configured to auto-generate jobs and smooth capacity.

• Different tech, different result. Five ways to test the same customer asset → variable quality, shaky audits.
  Root cause: no standard mobile checklists/evidence.

• Slow test-to-quote. A fail onsite, but quotes lag days → missed billables, extra visits.
  Root cause: results don’t push into repair quotes (using Maintenance Pre-Build templates).

• “Prove you serviced it.” History scramble at audit/renewal time.
  Root cause: patchy customer asset histories; no audit-ready packs.

These aren’t quirks; they’re warnings that your Customer Assets and Maintenance Planner need a proper tune-up.

The longer you wait, the more inconsistency compounds: more rework, tighter compliance scrutiny, and capacity planning that turns into guesswork. The fix isn’t “more effort”; it’s a cleaner backbone — structured customer assets, proactive scheduling for preventative maintenance (PM), automation, and simple governance that stick.

A multi-site facilities contract had PMs raised manually from a spreadsheet. Techs arrived without full customer asset context; failed tests took days to become quotes. We standardised customer asset records across sites, set service levels, enabled auto-assignment by region/skill, and wired test results into Pre-Build quotes. Within the first cycle, PM jobs generated automatically, quotes followed the same day after a fail, and the client’s renewal used clear customer asset histories instead of email chains.

Where does it break first under load — assets, cadence, or evidence?

Fix that point of failure and the rest of the chain stops fighting you.

What the Optimisation changes inside Simpro 

• Structured, accurate customer asset records (across sites and contracts)
  Type-based templates; mandatory fields (model/serial, install & warranty dates, location, criticality); testing procedures, failure points, service recommendations; photos/attachments — so techs arrive informed and first-time-fix rates improve.

• Maintenance Planner configuration for proactive scheduling
  Real service levels and testing steps; proactive schedules set in advance; preferred tech auto-assignment (skill, region, client); Pre-Builds ready for instant, accurate quoting from PM work.

• Workflow automation (completed in minutes)
  Move from manual creation to auto-generated PM jobs; capture test results and push them directly into repair quotes (using Maintenance Pre-Build templates); keep recurring work running with minimal admin intervention.

• Compliance & reporting enablement
  Full customer asset service histories; audit trails at a click; compliance-ready reports; client-readable performance insights that build transparency and trust — including proof of preventative care.

• End-to-end reliability & capability that sticks
  Quote → job → invoice hand-offs configured for clean billing; mobile checklists standardise evidence; practical training, led by Simpro-certified specialists, embeds habits so system reliance replaces workarounds.
  Clear ownership and simple workflows keep data clean and processes repeatable across sites and contracts.

Leadership outcomes you can observe within 30–60 days

• PM jobs auto-generated; manual creation becomes the exception.

• Same-day repair quotes after a failed test (test-to-quote flow using Maintenance Pre-Builds).

• Audit-ready customer asset histories available at asset and contract level in minutes.

• Capacity view of recurring PM workload visible months ahead (proactive scheduling).

• Consistent mobile checklists & field evidence across teams (photos, pass/fail criteria, notes).

• Clean hand-offs from quote → job → invoice, reducing rework and billing delays.

• Client-readable performance insights that show proof of preventative care.

Before → After (at a glance)

• PMs keyed in by hand → PMs auto-generated; scheduler reviews exceptions.

• Tech arrives without context → structured customer asset records on mobile (photos & procedures).

• Fail → quote takes days → same-day test-to-quote with Maintenance Pre-Builds.

• Inconsistent checks/evidence → standard mobile checklists with pass/fail + photo evidence.

• Audit scramble → customer asset/contract histories ready in minutes.

• Billing delays → quote → job → invoice hand-offs configured cleanly.
  

Results Group’s Customer Asset & Maintenance Planner Optimisation configures your Simpro Maintenance Planner so it reflects how your business really runs — delivering structured customer asset records, proactive scheduling, automated PM job creation (completed in minutes), and compliance-ready reporting.

We align your system so your team can trust it, and leadership can make confident decisions backed by reliable data.

Maintenance Planner isn’t “nice to have.” Configured and governed well, it becomes the operational spine of asset management — a profit-and-trust multiplier that holds up under load.

Book your Customer Asset & Maintenance Planner Optimisation Inquiry session here:
https://www.resultsgroup.io/simpro_system_health_check

It’s your business. Let’s make Simpro fit it, not the other way around.

Preventative Maintenance belongs in Simpro Maintenance Planner — not in side lists. When cadence lives in the system, work gets predictable and evidence holds up.

That’s when quality, compliance, and capacity finally align.
In your operation, what breaks first under load — assets, cadence, or evidence?

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