AI for facilities management
AI systems for facilities management companies in Singapore
Our AI systems process your maintenance contracts, vendor invoices, inspection reports and compliance documentation. They run over the service records, work orders and spreadsheets your team already uses. We work with integrated FM operators, property managers and hard services specialists across Singapore.
The work we automate
AI that runs the operational and commercial work behind every facilities management operation.
IFM tender screening
Read a full IFM tender pack and score it against your bid criteria before you commit a week to reading. Extracts scope of services, key dates, submission requirements, SLA obligations and risks on one page.
SmartDoc™BQ and inventory extraction
Pull every line item, quantity, unit and specification from an IFM tender's BQ or inventory schedule into a structured spreadsheet in minutes. Handles the multi-page tables common in GeBIZ and private-sector RFPs, ready for pricing.
SmartDoc™Vendor invoice processing
Three-way match: invoice against purchase order against service completion record, line by line. Blocks duplicate submissions, flags rate discrepancies and routes clean invoices for payment approval.
SmartDoc™Maintenance contract review
Read a maintenance or service contract and extract every obligation, SLA threshold, penalty clause and renewal date. Surface the commitments that affect cost and compliance before signing or renewing.
SmartDoc™Work order triage and routing
Read incoming work orders, classify them by trade and urgency, and route each one to the correct team or vendor. Priority items surface immediately instead of sitting in a shared inbox.
SmartOS™Inspection report extraction
Extract every defect, finding and recommended action from building inspection reports, fire safety assessments and environmental audits. Output a structured register that tracks resolution status against each item.
SmartDoc™Compliance document tracking
Extract every regulatory certificate, permit and licence across your portfolio into a structured register. Surface renewal dates, responsible parties and submission requirements so the compliance team works from one audit-ready view.
SmartOS™Tenant request management
Read tenant requests from email, forms and messaging channels. Classify each request, assign it to the right operations team and track resolution against the response times in your management agreement.
SmartOS™Vendor performance reporting
Collect service completion records, response times and defect rates across your vendor base. Generate monthly scorecards that compare actual performance against contracted SLAs and highlight underperforming vendors.
SmartOS™Site inspection and checklist capture
Photograph completed inspection checklists, maintenance logs and handwritten site reports during building walkthroughs. SmartDoc Go™ extracts the checklist items, readings and defect notes from each image and logs them against the asset or location in your CAFM system.
SmartDoc Go™Who uses it
Built for the people who run building operations.
Facilities manager
Work orders, vendor coordination, maintenance schedules and tenant escalations. SmartOS™ classifies incoming requests by trade and urgency, routes them to the right team and tracks resolution against your SLA commitments.
See SmartOSBuilding operations manager
Inspection schedules, defect tracking, equipment lifecycle management and regulatory compliance. SmartDoc™ reads your inspection reports and extracts every finding into a structured register you can act on.
See SmartDocProcurement / contracts executive
Vendor invoices, purchase orders, contract renewals and cost tracking. SmartDoc™ matches every invoice against the PO and service record, and flags discrepancies before payment approval.
See invoice matchingCompliance officer
Fire safety certifications, environmental permits, building maintenance audits and regulatory reporting. SmartOS™ extracts every certificate, permit and deadline across your portfolio into a structured register so nothing falls through the cracks.
See SmartOSHow we deliver
Working AI in weeks, not months.
Every engagement starts with a two-to-four-week sprint using the Swift™ Approach. We work with your actual maintenance contracts, vendor invoices and inspection reports from day one, not sample data. Your team tests the system on real documents during the sprint and tunes it with us.
At the end of the sprint your team has a working system configured around your existing SharePoint, Google Drive or property management platform, with a handover playbook that covers the rules, exceptions and operating procedures.
Singapore FM context
Built around the way Singapore facilities management works.
Singapore's FM industry spans property managers running commercial and residential portfolios, integrated FM operators delivering bundled hard and soft services, and specialist contractors handling mechanical, electrical and plumbing maintenance. Each operates under a distinct regulatory and contractual framework that generates a constant flow of compliance documents, inspection reports and service records.
Our AI systems are built around these requirements. Compliance tracking covers SCDF fire safety certification renewals, NEA environmental permits and BCA building maintenance obligations under the Building Control Act. The system reads the certificate formats and inspection report structures that Singapore regulators issue, and tracks every deadline across your portfolio.
Whether you manage a single commercial tower or a portfolio of industrial facilities, our AI systems read the same vendor invoices, maintenance contracts and regulatory correspondence your teams handle every day. They work alongside your existing CAFM software and property management platforms rather than replacing them.
From our customers
Facilities teams we are working with.
IFM contractor, Singapore. An integrated facilities management firm processing a few hundred vendor invoices a month across commercial and institutional buildings. Their finance team was manually cross-checking invoices against purchase orders and service completion records to catch duplicate submissions and rate discrepancies. We are building a three-way matching system that reads all three documents, extracts every line item and flags mismatches before payment goes out. Read more
Integrated FM operator, Singapore. An IFM company managing competitive tenders where the RFP runs to hundreds of pages. Their tender team was manually building inventory and BQ lists from each RFP, a process that takes days and risks missed line items. We are building a system that ingests the full tender pack, extracts every inventory and BQ line into a structured list, and compares it against the team's own takeoff so gaps surface before the bid goes out. Read more
Questions
Frequently asked questions.
SmartDoc™ reads vendor invoices, purchase orders, maintenance contracts, service level agreements, inspection reports, defect lists, fire safety certificates, NEA compliance forms and tenant correspondence. It handles scanned PDFs, images and native digital files, and every extracted value links back to the source page.
SmartDoc™ runs a three-way match: invoice against purchase order against service completion record, line by line. It flags duplicate submissions, quantity mismatches, rate discrepancies and items outside the contracted scope. Clean invoices route directly for payment approval.
SmartOS™ reads your maintenance contracts and SLAs and extracts every recurring obligation, deadline and renewal date into a structured register. It covers SCDF fire safety certifications, NEA environmental permits and building maintenance audit schedules, so the compliance team works from one view instead of tracking deadlines across separate files.
Every engagement follows the Swift™ Approach. A single SmartDoc™ configuration or SmartWork™ workflow deploys in two weeks. SmartOS™, which chains workflows across the FM lifecycle, deploys in under twelve weeks. All three start with your actual maintenance contracts, vendor invoices and inspection reports, not sample data.
Our AI systems read from and write to SharePoint, Google Drive, Dropbox, Excel registers, SAP, NetSuite, Microsoft Dynamics and Outlook. They run on top of your existing CAFM software and property management platforms rather than replacing them.
SmartDoc™ is the document intelligence engine: it reads, extracts and compares FM documents such as invoices, contracts and inspection reports with visual grounding. SmartOS™ is the operations management system built on top of SmartDoc: it chains workflows across the FM lifecycle, from contract onboarding through to SLA reporting, with a dashboard and approval queue. SmartWork™ handles standalone workflows that sit outside the operations lifecycle, such as one-off process builds or ad-hoc automation.
Keen to work with us?