Customisable Reporting: The New Standard in Maintenance Management

Maintenance reports help you make the right decisions faster. 

Whether it’s a decision to switch suppliers to cut down costs, making changes to scheduled maintenance to prevent equipment breakdown, or offering a better way for tenants to report issues to improve response times, you need the right information, on demand, and in a meaningful format. 

Having said that, to be able to generate customisable reports, your maintenance management software must offer the right features that help you collect the right data to create the reports you need. 

Let’s take a look at the reports your maintenance management software should be able to help you generate.

1. Supplier Quote Request Reporting

Let’s face it choosing the right supplier can feel like a game of strategy. With customisable reports on supplier quote requests, you’ve got all the data at your fingertips to make the best decisions for your property.

• Quote Comparison Reports: Why settle for the first quote when you can easily compare multiple offers? What if your system could let you evaluate pricing, delivery timelines, and payment terms to ensure you’re getting the best deal without the guesswork, all through a single report, customised to your needs?
  
  
• Supplier Performance Reports: Ever wondered how your suppliers are doing? Reports that let you track their performance over time can offer a wealth of information. Whether it’s timely deliveries or quality of service, you’ll know who’s hitting the mark (and who’s not!).
  
  
• Price Change Reports: Generating reports that let you track pricing trends from your suppliers keeps you prepared for price changes. This makes budgeting a breeze and helps you stay ahead of the game.
  
  

2. Compliance Reporting

Compliance can feel like a never-ending checklist, but with compliance reports customised to your industry needs, staying on top of regulations is easier than ever.

• Legal and Regulatory Requirements: Keep your properties up to code with custom reports that track important compliance milestones like safety inspections, building codes, and maintenance standards. No more scrambling when it’s audit time!
  
  
• Regional Compliance Tracking: Different areas, different rules. No worries—generate location-specific reports to make sure every region is ticking the compliance boxes.
  
  
• Compliance Milestone Tracking: Set and track key compliance dates so nothing slips through the cracks. Generate reports that bring together everything you need to know before the next audit comes up.
  
  

3. Work Order Reporting

Work orders are the heartbeat of maintenance.  With customisable reporting, you can make sure every task is completed on time, on budget, and to the highest standard.

• Status and Completion Reports: Whether it’s “in progress,” “waiting on parts,” or “completed,” real-time reports keep you in the loop. You’ll never wonder where a task stands again!
  
  
• Cost and Time Analysis Reports: Cost reports show you exactly how much each work order costs and how long it took to complete. This helps you stay on budget and identify any work orders that are taking longer than expected.
  
  
• Performance Reports by Technician or Asset: Get detailed insights into which technicians are the quickest or which assets need the most attention. Tailor your reports to make sure you’re optimising your team’s efforts and asset lifespans.
  
  

4. Real-Time Maintenance Tracking Reporting

When things are happening right now, you need real-time data. With real-time tracking reports, you can keep your finger on the pulse of every maintenance task, ensuring everything is on track.

• Maintenance Overview: Being able to generate reports that let you track all ongoing tasks in real time means no more waiting for updates or trying to find out if something’s been completed.
  
  
• Resource Utilisation Reports: Real-time tracking lets you see the current status of each job, plus how your resources (staff, equipment, etc.) are being used. This makes it easy to reassign resources if needed and stay ahead of potential delays.
  
  
• Priority Monitoring Reports across Locations: Get an overview of job locations across your properties. This way, you can prioritise urgent tasks and make sure your team is tackling the right jobs first.
  
  

5. Tenant Feedback Reporting

Keeping tenants happy is a must, and tenant feedback reporting ensures you’re always in tune with their needs and satisfaction levels.

• Feedback Summary and Satisfaction Levels: Want to know how tenants feel about recent maintenance work? Having customisable reports lets you analyse tenant sentiment and satisfaction levels, so you can see exactly what’s working and what needs improvement.
  
  
• Identifying Trends in Feedback: Tenant feedback reports help you identify recurring issues that tenants raise, like complaints about plumbing or HVAC systems. Addressing these issues proactively can prevent bigger problems down the road.
  
  
• Facility Management Insights: Tenant feedback isn’t just about complaints—it’s an opportunity to improve. Feedback reports can provide insights into how maintenance practices can be adjusted to make your properties run even better.
  
  

6. Preventive Maintenance Reporting

Preventive maintenance is your secret weapon for avoiding costly surprises, and customisable reporting lets you stay on top of your schedule like a pro.

• Preventive Maintenance Tasks Reports: You can generate reports that list down weekly or monthly preventive maintenance, so you’re always ready to act before problems arise.
  
  
• Preventive Maintenance Compliance Reports: Adding customer fields in these reports to track work order status lets you monitor your preventive maintenance schedules and compliance.
  
  
• Asset Health Reports: You can also generate reports that outline breakdown history, maintenance logs, warranty expiry dates, and more, tracking the condition of your assets over time. By keeping a close eye on performance, you can spot potential problems before they become costly repairs.
  
  

7. Real-Time Dashboard Reporting

Dashboards are like the command centre for your maintenance operations, and with customisable reporting, you can create the perfect view of your most important KPIs.

• Key Performance Indicators (KPIs): Building a customised KPI dashboard, you can track everything from completed work orders to tenant satisfaction, all in real time. This helps you make informed decisions and keep your team on track.
  
  
• Task and Resource Tracking: Custom dashboards provide an at-a-glance view of ongoing tasks and how resources are being allocated, ensuring your team stays on top of priorities.
  
  
• Real-Time Progress Monitoring: Keep tabs on maintenance progress as it happens. With real-time reports, you’ll know instantly if there’s a delay or bottleneck and can take action immediately.
  
  

8. Data Visualisation Reporting

Sometimes, numbers on a page don’t tell the whole story. That’s where data visualisation comes in. Customisable charts, graphs, and heat maps make it easy to spot trends and patterns in your maintenance data.

• Maintenance Trends and Insights: Customisable visual reports let you track recurring issues, like a spike in plumbing repairs or an increase in HVAC failures. This lets you identify patterns and make proactive changes to your maintenance strategy.
  
  
• Cost Breakdown and Resource Allocation: Use pie charts, bar graphs, and other visual tools to break down maintenance costs and resource allocation. You’ll quickly spot areas where you can save money or allocate resources more effectively.
  
  
• Visual Asset Condition Reports: Heat maps and other visual tools allow you to see the condition of assets across your properties at a glance. This makes it easier to plan your next steps and allocate resources to assets in need of attention.
  
  

9. Maintenance Log (History) Reporting

Looking back at your maintenance history can be just as important as staying on top of future tasks. Historical reports help you review past work and inform future decisions.

• Asset-Specific Reports: Log reports let you track maintenance history for individual assets. You’ll know what’s been done, when it was done, and how much it cost, so you can make smarter decisions moving forward.
  
  
• Cost and Scheduling Insights: Dive into your maintenance history to analyse trends in cost and scheduling. It can help you identify where you might be overspending or where maintenance tasks are taking longer than they should.
  
  

10. Real-Time Communication and Notification Reporting

Clear communication is key to a smooth operation, and real-time communication and notification reporting ensure everyone stays in the loop.

• Work Order Updates and Alerts: Pulling all updates and notifications related to a given work order, or a set of work orders, can help you identify where something went wrong.
  
  
• Tenant and Team Communication History: Reports that show your communication history with tenants and maintenance teams provide a wealth of information to improve accountability, track responses, and ensure that nothing slips through the cracks.