July 18, 2025 · 6 min read
A facilities management company running more than 40 properties across India was, in practice, running 40 different spreadsheets — one per site, each maintained slightly differently by whichever regional manager owned it. Head office had no way to answer a simple question like "which properties have overdue maintenance" without emailing every region and waiting for replies.
Before any dashboard could be built, every property needed to report maintenance tickets, contracts and costs in the same shape. We designed a single portfolio-wide schema for assets, work orders and vendor contracts, then migrated each site's historical spreadsheet data into it — the unglamorous part of the project, and also the part that made everything downstream possible.
A regional manager needs deep detail on their own five properties; head office needs portfolio-wide trends and almost never needs a single site's line-item costs. Rather than one dashboard trying to serve both, we built the same underlying data into two views — an operational drill-down for regional teams and a rollup view for leadership — so neither audience had to filter noise to find their signal.
The highest-value feature turned out to be the simplest: automated scheduling that flags maintenance approaching its due date, not just maintenance already overdue. Regional managers now get a heads-up window instead of discovering a lapsed inspection after the fact.
Administrative overhead dropped 60% in the first quarter after rollout, and for the first time, leadership could see the health of the entire portfolio — occupancy, maintenance status and contract renewals — from one screen instead of forty.
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