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Contractor Management Software for Facilities Managers

It Is Your Name on the Building’s Fire Safety Statement.

Every measure, every trade, and every report on one record, with a name and a time against it. When the statement is due, you are not chasing four contractors and hoping nothing has lapsed.

Book a Demo See Your Week
  • Facilities Manager
  • Building Manager
  • Property & Facilities Manager
  • Portfolio Facilities Manager
  • Workplace Services Manager
  • Facilities Coordinator
A facilities manager at a building’s ground-floor security desk, checking a contractor’s induction and licence on a tablet beside a turnstile and QR check-in kiosk, a lift lobby and building directory behind them Every measure and every trade, with a name and a date against it

ComplyFlow for Facilities Managers.

Contractor management software for the person whose name goes on the building’s fire safety statement. Every measure, every trade, and every report lands on one record as it happens, so the evidence exists before the statement is due, whether the trade was yours or the tenant’s.

  • The checking happens on every trade, tenant’s or yours. ComplyFlow checks the licence, the insurance, and the induction at the desk, whether you vetted the crew or their tenant did.
  • You are not chasing four contractors for one statement. Every essential safety measure’s inspection and test sits on one record, current or not, before the annual statement is due.
  • An emergency callout still clears the desk. The contractor off the after-hours list is checked the same way, and the visit is on the record with a time against it.
  • You can answer who has access, and why. The swipe list is a live record, not a spreadsheet nobody has touched since the last audit.

Property & Facilities Teams Are Already on ComplyFlow.

Portfolios, precincts, and towers already run their contractor and compliance record on ComplyFlow.

Read the CBRE story

  • ISPT
  • CBRE
  • Lendlease
  • Aliro

Your Week

The Six Moments That Land on a Facilities Manager’s Desk.

Every one of these is a phone call because a check cannot be found. Each shown twice: now, and on one record.

  1. Monday, 7:15am

    A lift technician arrives for a scheduled service.

    Today

    The turnstile does not know them, so a guard rings you to vouch for them while the tech waits in the lobby.

    With ComplyFlow

    Their licence and induction are already on the record. The kiosk clears them and logs it.

  2. Tuesday

    A tenant’s own contractor turns up to work on a shared plant room.

    Today

    You never vetted them, because the tenant engaged them directly, and you only find out after something trips.

    With ComplyFlow

    Any contractor entering a shared or base-building space is checked at the same desk, tenant-engaged or not.

  3. Wednesday, after hours

    An emergency callout: a fire panel fault, or a burst pipe.

    Today

    Whoever is on call rings a contractor off a phone list, with no record of who attended or what licence they held.

    With ComplyFlow

    The emergency contractor still clears the desk, and the visit is on the record with a time against it.

  4. Thursday

    The annual fire safety statement, or essential safety measures report, is due.

    Today

    You chase service reports from four contractors by email, hoping none has lapsed.

    With ComplyFlow

    The maintenance and inspection record for every measure already sits on one record.

  5. Friday

    An auditor, or a new asset manager, asks who has building access and why.

    Today

    A spreadsheet of swipe cards issued over years, most for people who no longer work on site.

    With ComplyFlow

    A live list of who is cleared, for what, and since when.

  6. Any day, no warning

    A council fire inspector, or the owner’s representative, asks to see the fire safety schedule.

    Today

    A fortnight of folders, and a hope nothing is missing.

    With ComplyFlow

    Filter and export. Every measure, with a name and a date against it.

The durations here describe the job as we have seen it done, not a measured saving in your business. What actually changes is whether the evidence exists before the statement is due, not who signed for it.

What You Use Every Week

What a Facilities Manager Opens Every Day.

Not a feature list. The four screens that carry the jobs you cannot afford to let slip.

Your Standard, Set Once for the Whole Portfolio.

Set what a trade needs once: public liability, licences, high-risk tickets, your site induction. Every contractor is measured against the same list, tenant-engaged or yours, and the dashboard shows who is short before they turn up at the desk.

  • One requirement set across every building you run
  • Building-specific extras where a plant room needs more
  • Who is short, and how short, before they arrive

Every Essential Safety Measure, Current and in One Place.

The fire safety schedule, the lift maintenance record, and the emergency lighting test carry a version, an owner, and an expiry, the same record the annual statement draws from. Nobody is chasing four contractors by email in the week it falls due.

  • Every measure’s inspection and test date on one record
  • Expiring or expired measures flagged before the statement is due
  • The whole portfolio’s currency on one screen

The Desk Decides, Tenant’s Trade or Yours.

A QR code or a tablet at the desk. The lift technician, the cleaner, or a tenant’s own fit-out crew scans in, and the record checks their induction, licence, and insurance before the turnstile opens. Anyone short is flagged on the spot, and you get a live list of who is in the building. Data centres run the same desk harder, where nobody short an induction, a security clearance, or an approved method of procedure reaches a live hall.

  • Works at unmanned buildings and after hours
  • A tenant’s contractor is checked the same way as yours
  • A live list, exportable, and your roll call in an evacuation

Who Has Access, and Why. Answered, Not Guessed.

Swipe cards, fobs, and site clearances issued over years become a live list instead of a spreadsheet nobody has touched since the last audit. An auditor or a new asset manager asks who is cleared and for what, and you show them rather than go looking. CBRE’s audits were the same, run on a spreadsheet at each site until every corrective action was allocated and tracked to close-out.

  • Every access grant tied to a person and a reason
  • Cleared, expired, or revoked, at a glance
  • One export for the owner, the tenant, or the auditor
A facilities manager reviewing a live building access list on a laptop at a ground-floor security desk, a rack of visitor lanyards and a swipe card printer beside her

How It Helps

Digitised. Automated. AI-Reviewed. Every Job a Facilities Manager Runs.

Three things make ComplyFlow different, and every job a facilities manager does draws on all three.

  • 01

    The Whole Lifecycle, on One Record.

    First trade check to inspection close-out: contractor, Worker, building, and permit on one record. Nothing falls between systems for you to find later.

  • 02

    Your Procedures, Digitised & Automated.

    The phone call to vouch for a trade, the emailed service report, and the swipe-card spreadsheet become one system that chases, checks, and closes out without you.

  • 03

    AI That Does the Reading.

    Certificates, service reports, and inspections read against your standard in seconds, with the reasons shown. You make the decision.

What you do Digitise Automate AI
Approve a trade for the building They register once and upload their own insurances, licences, and safety documents. Approval routes to you; expiry reminders and re-approvals go out on their own. Each document read against your requirements, with the gaps listed before it reaches you.
Induct a trade or a tenant’s crew Your induction runs on their own phone, before they arrive at the desk. An expired induction or licence blocks sign-in until it is renewed. Tickets and licences read and checked as they are uploaded.
Review a service report or method statement The report is attached to the job, not buried in an inbox. It cannot be filed as complete while a required section is missing. Read against your standard in seconds, with a grade and the reasons.
Raise a high-risk permit Hot works, roof access, and confined space permits raised on a phone. Routed to your authoriser and closed with a time-stamped record. The method statement behind the permit checked before you approve it.
Decide who is in the building today A QR code or a tablet replaces the phone call to the desk. Not cleared, not in. The live list updates itself, tenant’s trade or yours. Ask your assistant who is in the building right now, through MCP.
Run an essential safety measure inspection Your checklist on a phone, with photos, offline if the plant room has no signal. Every failed item becomes a corrective action with an owner and a due date. The photos and the failed items are on the record the moment it syncs.
Investigate an incident The report is raised in the field and lands against the building and the trade. Actions assigned, chased, and closed, with the trail kept. Ask in plain English which contractor last serviced that plant, through ChatGPT, Claude, or Copilot.
Sign the annual statement One searchable record instead of four contractors’ inboxes and a folder. Live completion rates and scheduled reports straight into Power BI. Ask in plain English which measures are still outstanding before the statement is due.

The Numbers You Run On

The KPIs a Facilities Manager Reports, and Where Each One Comes From.

What the owner, the auditor, or the regulator asks you for, and the record it is read from.

Reads from names the ComplyFlow record each measure is read from. The targets are yours.

  1. Planned maintenance compliance

    Share of scheduled preventive maintenance done on time

    Reads fromWork orders, scheduled and closed, through the API

  2. Reactive vs planned ratio

    How much of the work is emergency rather than scheduled

    Reads fromWork order type, logged at creation

  3. Work order completion rate

    Share of work orders closed inside the agreed response window

    Reads fromWork orders, raised and closed, with times

  4. Essential safety measure currency

    Share of fire, lift, and emergency-lighting measures currently in date

    Reads fromThe inspection and test record, by measure

  5. Gate sign-in compliance

    How often someone without a current induction or licence got through

    Reads fromEvery refusal at the desk, with the reason

  6. Critical asset uptime

    Whether lifts, fire systems, and HVAC are available when needed

    Reads fromBMS alerts and outage time, by asset

Contact Us

Tell Us About Your Week. We Will Tell You What Changes for Facilities.

Say what you run, roughly how many sites and contractors, and the question you get asked most. Someone who has set ComplyFlow up for people in your role will come back to you.

  • Which parts of the week above ComplyFlow actually takes off you
  • The report or export you are asked for most, and where it comes from
  • What rollout looks like for your number of sites and contractors
Book a Demo Instead

A straight answer from someone who has set this up before, not a brochure.

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Fits Your Building Stack

Slots Into the Stack Your Building Already Runs.

Read it left to right: where trades and tenants arrive, the one record that checks them, and where your evidence goes.

Where trades and tenants arrive

QR codes & tablets at the deskTrades, tenants’ crews, and visitors scan in on their own phone or your tablet built in
Your inductions & site rulesYour own induction and site rules, completed on the phone before they reach the desk
Your CAFM, CMMS & BMSPlanon, Archibus, MRI Evolution, and the building management layer you already run
Faults and requests raised in the fieldReports, hazards, and inspections from a phone, offline if the plant room has no signal
Microsoft & Okta sign-onYour people log in the way they already do SSO
Integrate any existing system and hardwareIf it has an API, it belongs on this drawing: access control, CMMS, ERP, identity, BI Universal
PrequalificationWorkforce ComplianceTraining & InductionSite AccessVisitor Sign-InSite DocumentsDigital PermitsInspections & AuditsPlant & EquipmentIncident ManagementRisk Management ComplyFlow. One Record.

Where your evidence goes

Dashboards you already useCompliance by building, by trade, and by requirement, live
The owner and tenant packWhat was verified, by whom and when, without a week of assembling it
The council or auditor exportEvery induction, permit, inspection, and sign-in for the building the auditor asked about
AI assistants via MCPAsk ChatGPT, Claude, or Copilot who is in the building and what is overdue MCP
Legislation MonitorWhen a WHS Act, Regulation, or Code changes, you hear about it first
Email and mobile alertsThe people who need to act hear about it where they already are Real-time

Sign-on, the desk, and the Legislation Monitor are ComplyFlow’s own. Everything else connects through the open API and MCP, so if a system in your stack has an API, it belongs on this drawing.

The Numbers

What the Regulators Fined, and Who Else Was on the Hook.

Public figures from the regulators, with the year each one applies to. What it means for the person who signs the building’s record is underneath it.

Free From ComplyFlow. No Account Needed.

Know When the WHS Rules Change, Before an Inspector Does.

Free for anyone. It reads every Australian WHS Act, Regulation, and Code of Practice, explains each change simply, and rates how much it matters. It does not read fire safety or building regulations.

Sign Up Free No credit card. No sales call.

monitor.complyflow.com
The Legislation Monitor home page: Australian WHS legislation monitoring, completely free
  • 390 instruments across all nine Australian jurisdictions
  • Each change we have analysed gets a simple summary and a severity rating
  • AI reads the change, a person checks it, a Tuesday digest tells you

What Changes for You

What a Facilities Manager Gets, Once ComplyFlow Is In.

Less chasing, fewer surprises at the desk, and an answer ready for whoever asks about the building.

A facilities manager checking a tablet against a bank of switchboards in a plant room, a contractor working at an open panel behind her

Stop Being the Person Who Chases

Trades upload their own insurances, licences, and tickets, and ComplyFlow reminds them before anything runs out. Nobody on your team sends the email, and nobody rings you about it.

The Desk Checks Before Anyone Gets Through

The turnstile checks the induction, the licence, and the insurance before the person walks through, tenant’s trade or yours. If they are short, they are stopped there, where the site is set up that way, not found three weeks later.

Every Essential Safety Measure, Current

The fire safety schedule, the lift record, and the emergency lighting test carry a version and an expiry on one record, the same one the annual statement draws from.

Tenants’ Contractors, Same Standard

A tenant’s fit-out crew is your risk on your floor. They sign in through the same desk, against the same requirements, and you can see them on the same list.

Get Your Reports Read for You

Where you turn it on, AI reads each service report or method statement against your criteria and lists what is missing. You review the gaps rather than the whole document, and you still make the call.

Walk Into the Owner’s Audit With Evidence

Compliance by building, by trade, and by requirement, live and exportable. What you verified, when, and by whom, in a form the owner or the auditor can rely on.
A facilities manager and a lift contractor reviewing a service report on a tablet in a plant room doorway, base-building switchboards visible behind them

Why ComplyFlow

Why Facilities Teams Choose ComplyFlow Over a Single-Purpose Tool.

Most facilities teams run a CAFM system, a sign-in app, and a spreadsheet for the rest. Each does one job. The gaps between them are the parts you get asked about.

Your CAFM, CMMS or BMSRuns the building; does not check who is allowed to work on itA sign-in or visitor appOne job: the desk, not the licence behind itSpreadsheets & the property fileFree, and relies on someone remembering to update it ComplyFlowOne record, your standard
One record from the trade to the building to the essential safety measure PartlyNot thereNot there Contractor, Worker, building, and permit on the same record
Your requirements, not a generic checklist Not thereNot thereBuilt in Set once, with extras per building where a plant room needs more
The desk checks the paperwork before it opens Not therePartlyNot there Not cleared, not in; the live list updates itself
Tenant’s contractors checked to the same standard Not thereNot thereNot there The same desk, the same requirements, tenant-engaged or not
Service reports and method statements read against your criteria PartlyNot thereNot there AI reads it and grades it; you approve it
Essential safety measure currency tracked to the annual statement PartlyNot therePartly Every measure’s inspection date on one record, before the statement is due
Evidence an owner or auditor can rely on, in one export PartlyNot thereNot there Every check with a name and a date, filtered by building
The contractor registers once, for every building you manage Not thereNot thereNot there One profile, every ComplyFlow Client, no fee per Client

This compares kinds of product, by how they are sold, not named vendors. Named comparisons, with dates and sources, live on the comparison pages.

Getting Started

We Set Up Your Buildings. We Stay With You.

You are not handed a login and left to it. Our onboarding team builds your requirements with you, brings your contractor panel across, and stays on hand once the first building is live.

  • Mitch Bourne, ComplyFlow
  • Jessica Morgan, ComplyFlow
  • Sam Bourne, ComplyFlow
  • Phil Wallach, ComplyFlow
  • John McCann, ComplyFlow
  1. 1 We Map Your Buildings & Requirements

    Every building, every desk, and what you need from a trade before they can work: insurances, licences, tickets, inductions, high-risk permits.

  2. 2 We Bring Your Contractor Panel Across

    We invite your trades, help them register and upload their documents, and answer their questions so you do not have to.

  3. 3 We Put the Desk at Every Building

    QR codes and tablets where your trades and tenants arrive, tested before anyone relies on them.

  4. 4 You Go Live, We Stay Close

    Training for your team, written guides for everyone, and a support team that picks up the phone.

  • ISO 27001 certified ISO 27001Certified 2019
  • AWS Qualified Software Certified 2023
  • GDPR, General Data Protection Regulation Compliant 2020
  • Microsoft Okta Single sign-on

Security & Data

Certified, Audited & Hosted in Australia.

Your compliance record is the evidence you rely on when somebody asks, so where it lives and who can reach it matters. ComplyFlow is ISO 27001 certified, runs on AWS in Australia, and your people sign in with the accounts they already have.

Questions

Questions Facilities Managers Ask Before They Book a Demo.

Does this replace me, or the judgement part of my job?

No, and it is not built to. AI does the reading: it checks a certificate, a licence, or a service report against the criteria you set and tells you what is missing and why. A person approves every one of them, and that person is you or someone you nominate. What it removes is the chasing, the phone calls, and the report you have to read twice to find the one gap.

Who actually carries the duty here, the owner or me?

The building owner holds the duty under the fire safety and essential safety measures regimes, not you personally, unless you also qualify as an officer under the WHS Act, which most facilities managers do not. Where you sign the annual statement or report as the owner’s agent, the evidence behind it carries your name. ComplyFlow keeps that evidence: when each measure was last inspected, by whom, and against what standard. It is not legal advice and it does not move the duty; it is what you rely on when you sign.

What happens with a contractor a tenant brought in themselves?

Any trade entering a shared or base-building space, tenant-engaged or not, signs in through the same desk against the same requirements. You see them on the same live list as your own panel, and their induction, licence, and insurance are checked the same way.

What about a 2am emergency callout, with no time to check anyone?

The contractor off your after-hours list still scans in at the desk, and the record checks whatever is already on file for them. If nothing is on file yet, you know that on the spot rather than finding out later, and the visit is logged with a time against it regardless. What to ask a vendor to show you for exactly this is in Contractor Management Software for Facilities Management.

Does this produce the annual fire safety statement, or just contractor paperwork?

It keeps the inspection and test record for every essential safety measure, current or lapsed, in one place, so the evidence behind the statement exists before it is due. It does not lodge the statement itself or replace the qualified assessment a competent fire safety practitioner signs off; it is where you go to check the record is complete.

Our contractors are already on Avetta or Cm3 for another building we manage.

A contractor’s ComplyFlow profile carries across every Client on the platform, so if they already work for one of our other Clients they may already have documents uploaded. Where they do not, they register once here and that profile then works everywhere else too, with no fee per Client.

Will it slow a courier or a delivery down at the desk?

The scan checks against the record in under a second, faster than most sign-in books. A courier or a one-off delivery can be set up with a lighter, visitor-only requirement, separate to your trade requirements.

Is AI making the call at the desk, or a person?

A person. AI reads a document or a report and tells you what is missing; it does not decide who gets through the desk and it does not sign anything. The check itself is a straightforward comparison against the requirements you set, not a judgement call, and a person is always the one who set those requirements and approves any exception.

See It Against Your Own Buildings and Contractors.

Book a 30-minute demo. We will show you ComplyFlow working with your buildings, your contractor panel, and the reports you have to produce. No slides, no hard sell.

Book a Demo Speak to Us
  • ISO 27001
  • Hosted on AWS
  • Microsoft & Okta SSO
  • API & MCP
  • Data in Australia

Compliance you can prove, instantly.