The Power of Integration: Real-World Examples

💡Scenario 1: True Total Cost of Ownership

CHALLENGE:

"We don't really know what our equipment costs us"

FACILITYFLOW SOLUTION:

Chiller #3 True TCO (5 Years):

• Purchase Price: $450,000 (Asset Module)
• Installation: $35,000 (Project Module)
• Maintenance: $67,000 (Work Orders)
• Parts: $23,000 (Inventory Module)
• Energy: $125,000 (Energy Module)
• Labor: $45,000 (HR/Time Tracking)
• Insurance: $8,000 (Asset Module)

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Total Cost: $753,000

PER HOUR COST: $17.14

• Informs replacement vs repair decisions
• Accurate budget forecasting
• Vendor negotiation leverage

Scenario 2: Accurate Labor Costing

⏱️Scenario 2: Accurate Labor Costing

CHALLENGE:

"We don't know if work orders are profitable"

FACILITYFLOW SOLUTION:

Work Order #45821: HVAC Repair

Labor Costs (from Payroll):

- John Smith: 4 hrs × $45/hr = $180

- Sarah Lee: 2 hrs × $38/hr = $76

Total Labor: $256

Parts (from Inventory):

- Filter: $45

- Refrigerant: $120

Total Parts: $165

Overhead Allocation: $85

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Total Cost: $506

Billed Amount: $650

Profit: $144 (28.4% margin)

All data flows automatically

No manual calculation needed

📊 Scenario 3: Vendor Performance Truth

CHALLENGE:

"Which vendors actually deliver value?"

FACILITYFLOW SOLUTION:

Vendor: ABC Services (6 months)

Contract Value: $250,000

Procurement Data:

• POs Issued: 47
• Avg Delivery Time: 3.2 days
• On-Time %: 92%
• Quality Rejections: 2%

Work Order Performance:

• Jobs Completed: 234
• Avg Response: 2.1 hours
• SLA Compliance: 96%
• Rework Rate: 3%

Financial Performance:

• Invoices Submitted: 41
• Payment Terms: Net 30
• Avg Payment Time: 32 days
• Disputed Invoices: 2

Overall Rating: 4.6/5

→ Data-driven renewal decisions

💰Scenario 4: Budget Reality Check

CHALLENGE:

"Budget discussions are based on guesses"

FACILITYFLOW SOLUTION:

Q1 Maintenance Budget Review

Budget: $125,000

Actual Spent: $142,000

Variance: +$17,000 (13.6% over)

Breakdown (Integrated Data):

Preventive Maintenance:

• Budget: $45,000
• Actual: $43,200 (4% under) ✅

Corrective Maintenance:

• Budget: $60,000
• Actual: $78,400 (31% over) ⚠️
• Root Cause: Aging Boiler

Parts & Materials:

• Budget: $20,000
• Actual: $20,400 (2% over) ✅

All data from integrated system

Drill down to transaction level

Adjust Q2 budget based on facts

🏗️Scenario 5: Complete Project Tracking

CHALLENGE:

"Projects go over budget and we don't know why"

FACILITYFLOW SOLUTION:

Project: Roof Replacement - Building C

Original Budget: $380,000

Real-Time Tracking:

• Equipment Costs (POs): $215,000
• Labor (Time Tracking): $85,000
• Contractor (Invoices): $62,000
• Permits (Expenses): $12,000

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Total Spent: $374,000

Remaining: $6,000

Project: 87% Complete

Forecast to Complete: $402,000

Projected Overrun: $22,000

Variance Analysis Shows:

• ✅ Equipment: On budget
• ✅ Labor: 5% under budget
• ⚠️ Contractor: 18% over (weather delays)
• ✅ Permits: On budget

Action: Request additional $22K

All data tracked automatically

✅ Scenario 6: Compliance Proof

CHALLENGE:

"We can't easily prove compliance to auditors"

FACILITYFLOW SOLUTION:

Annual Safety Audit - Complete Trail

Technician Certifications:

• HR records show all valid
• Training records current
• Automatic expiry alerts

Equipment Inspections:

• Work orders prove completion
• Checklists digitally signed
• Photos time-stamped

Vendor Insurance:

• Certificates on file
• Expiry tracking active
• Procurement won't approve without valid insurance

Financial Controls:

• All approvals documented
• Three-way matching enforced
• Audit trail complete

One-Click Compliance Report

All data from integrated system

Auditor access with read-only role

👷Scenario 7: Employee Productivity

CHALLENGE:

"We don't know if our team is productive"

FACILITYFLOW SOLUTION:

Technician Performance Dashboard

John Smith (HVAC Tech):

• Work Orders: 127 completed (Jan-Jun)
• Avg Time: 2.8 hours/order
• First-Time Fix: 94%
• Customer Rating: 4.7/5

Time Allocation:

• Productive Work: 82%
• Travel: 12%
• Training: 4%
• Administrative: 2%

Labor Cost:

• Salary (6 mo): $28,000
• Benefits: $7,000
• Total: $35,000

Value Generated:

• Billable Work: $67,000
• ROI: 191%

Data from:

• Work orders
• Time tracking
• Payroll
• Customer feedback

All integrated automatically

💵 Scenario 8: Procurement Savings

CHALLENGE:

"Are we getting good prices?"

FACILITYFLOW SOLUTION:

Procurement Intelligence

HVAC Filter (Annual Purchase):

Historical Data (integrated):

• 2023: 450 units @ $78/unit
• 2024: 520 units @ $75/unit

Current RFQ Results:

• Vendor A: $71/unit
• Vendor B: $69/unit ✅
• Vendor C: $73/unit

System Analysis:

• Best Price: Vendor B
• Historical Vendor: Vendor A
• Price Improvement: $6/unit (8.5%)
• Annual Savings: $3,120

Vendor B Performance Check:

• Delivery Rating: 4.8/5
• Quality Rating: 4.9/5
• Payment Terms: Net 30
• Recommended selection

Spend data from finance

Quality data from receiving

Delivery data from procurement

One integrated view

The True Cost Comparison

See how integrated ERP eliminates hidden costs

50 USERS - 3 YEAR COST COMPARISON  

TRADITIONAL APPROACH (Separate Systems)

Software Licenses:

• CMMS (50 users × $75/mo × 36 mo): $135,000
• Accounting (10 users × $60/mo × 36 mo): $21,600
• HR/Payroll (50 users × $8/mo × 36 mo): $14,400
• Procurement (10 users × $45/mo × 36 mo): $16,200
• Inventory (20 users × $35/mo × 36 mo): $25,200
• Project Management (10 users × $25/mo × 36): $9,000

Subtotal - Licenses: $221,400

Integration & Implementation:  

• Integration project (6 systems): $85,000
• Implementation services: $45,000
• Training (6 different systems): $18,000
• Data migration: $12,000

Subtotal - Setup: $160,000

Ongoing Maintenance:

• Integration maintenance (annual): $36,000
• Support contracts (6 vendors): $27,000
• IT staff time (integration mgmt): $45,000

Subtotal - Maintenance (3 yrs): $108,000

TOTAL COST (3 YEARS): $489,400

FACILITYFLOW (Integrated Platform)

Software Licenses:

• FacilityFlow (50 users × $35/mo × 36 mo): $63,000
• ✅ ALL modules included (no extra charges)

Implementation:

• Setup & configuration: $15,000
• Training (one platform): $6,000
• Data migration: $8,000

Subtotal - Setup: $29,000

Ongoing Costs:

• Support included in subscription: $0
• Integration maintenance: $0
• Updates & upgrades: $0

Subtotal - Maintenance: $0

TOTAL COST (3 YEARS): $92,000

💰 SAVINGS WITH FACILITYFLOW: $397,400

📊 COST REDUCTION: 81%

⏱️ TIME TO VALUE: 30 days vs 6 months