Most Mondays start on WhatsApp.
And by lunch the plan has already slipped. The RevOps Diagnostic shows the cost.
Our team worked at Meta, Google, the Cabinet Office and the Home Office. We know how to find and fix broken business operations.
You bought the tools. They work. That is not the problem.
Most growing FM businesses run on a stack of specialist tools.
For Hard FM and M&E, that often means
JoblogicVisit Joblogic↗,
Commusoft
Visit Commusoft↗,
BigChange
Visit BigChange↗ or
Simpro
Visit Simpro↗.
For cleaning, guarding and grounds, it is tools like
TEAM SoftwareVisit TEAM Software↗,
SmartTask
Visit SmartTask↗ and
Aspire
Visit Aspire↗.
For the money, the sales and the people, it is
XeroVisit Xero↗ or
Sage
Visit Sage↗,
HubSpot
Visit HubSpot↗ or
Pipedrive
Visit Pipedrive↗, and
BrightHR
Visit BrightHR↗.
For documents and messages, it is
SharePointVisit SharePoint↗,
Google Drive
Visit Google Drive↗,
WhatsApp
Visit WhatsApp↗ and shared Outlook inboxes.
Each tool does its job. We are not here to swap any of it out.
Your job data lives in your job tool. Your business as a whole lives nowhere.
Invoices sit in your accounts tool. Safety certificates sit in a shared drive. Team chat sits in WhatsApp. Subcontractors sit in a spreadsheet someone built three years ago. There is no one place that holds the full picture.
The business runs across all the tools, and in none of them on its own.
Jobs sit in one tool. Customers sit in another. Invoices sit in a third. Safety records sit in a fourth. Each tool holds part of the picture. The full picture is not in any of them.
Every big question lands on the same few people.
Which contracts are at risk? Which renewals need a call? Where is money leaking this week? Only you, or two or three people around you, can answer. No tool sees the whole business.
As the business grows, the problem grows with it.
More sites, more people, more tools. The picture takes longer to pull together each week. The RevOps Diagnostic puts a £ figure on what that is costing you.
You can't fix what you can't see.
Right now, the only way to know what is happening across the business is to call someone, log in to something, check a spreadsheet, or hold a meeting. By the time you've put the picture together, the moment to act has passed.
The slow point isn't the tools.
It is the people doing the join-up between them. Every important decision lands on a small group, because nothing else has the full picture.
Every tool tells you half the story.
Your job tool knows the jobs but not the money. Your sales tool knows the customers but not the work. Your accounts tool knows the invoices but not the promises you made. Someone in the office has to finish the sentence — every day, by hand.
Not another tool. The layer that makes your existing stack work harder.
Instaris pulls the data out of every tool you already use and puts it in one place. Your job tool, your sales tool, your accounts tool, your shared drive, your rota tool, your team chats — they start to work with each other instead of around each other. From the first enquiry to the renewal a year later, you can see the whole business. Once you can see it, you can fix it.
Twelve stages per contract. Each is where data flows — or stops.
The lifecycle is the same whether the work is Hard FM, Soft FM, or a TFM contract that spans both. The losses are rarely in one place — they are spread across several stages, each one small on its own. Together, they add up to a number worth recovering.
Enquiry
Every lead lands in one place the moment it comes in — with the source, the value and how fast you replied.
Quote
Prices built from the data you already have. No double-typing. No confusion over which version is current.
Win
The contract record opens. Every other tool gets the brief automatically.
Schedule
The diary is built from the full picture — skills, location, service promises, parts, safety check dates.
Deploy
The right person arrives at the right site, on time, with the right brief.
Deliver
Photos, sign-offs and problems show up in the office within minutes — not at the end of the day.
Sign-off
Work closed in the field. The office knows within minutes, not days.
Invoice
Raised the moment a job is signed off. Not the Monday after. Not when the office gets round to it.
Payment
Late-payment chases go out automatically, day by day, until you are paid.
Customer Success
You ask how the work went while the job is still fresh in the customer's mind — before silence sets in.
Relationship Management
You see which customers are at risk and which need a call — before they go quiet.
Renewal
Alerts go out at 120, 90, 60 and 30 days before a contract ends, to a named owner. Renewals close before they slip.
See where your operation is leaking — before you commit to anything.
Ten questions about how the operation runs today. You get an immediate £ estimate of what is leaking and which dimensions are dragging the business hardest. No call needed before the result lands on screen.
Instaris was built by operators and engineers. We worked on large, complex programmes at Meta, Google, the Cabinet Office and the Home Office. We bring that same discipline to FM businesses. We do not write reports and leave. We sit alongside your team, build a working layer inside your business, and hand you the keys at the end.
Systems that keep running when the workload gets high.
Operations get noisy fast as a business grows. We design systems so jobs, updates and exceptions do not get lost in WhatsApp threads, shared inboxes or one person's memory.
Systems that work in the office, on a call and in the field.
The layer has to work for operatives, coordinators and owners without adding admin. A system people actually use matters more than the one with the most features.
Deadlines, renewals and records treated as live rules — not paperwork.
In high-stakes environments, contract deadlines, renewal dates and compliance records are tracked as active priorities — not checked at the end of the month.
Records, access and audit trails handled with care.
Client site records, operative access notes, safety certificates and audit trails need clear rules and a reliable chain of custody.
Not new work. Work the data was meant to be doing.
Once everything is joined up, the obvious wins show up first. Most businesses have never seen them because the data was scattered. None of this needs new software. It is work the business should already be doing — and would be, if the data flowed.
Quote follow-up sequences
Fire on time, every time, until the prospect books or explicitly opts out.
Invoice raised on sign-off
Not the Monday after. Not when the office gets to it. Not when someone remembers.
Late-payment chase sequences
Escalate automatically, weekday by weekday, with the right tone at the right point.
Contract renewal alerts
At 120, 90, 60 and 30 days before expiry, routed to a named owner.
SLA breach warnings
Before the breach lands — not after, when the client has already written the email.
Compliance certificate alerts
Gas, electrical, fire, water hygiene, F-Gas, COSHH, SIA, food safety — whichever the contract calls for.
Post-job satisfaction check-ins
Sent in the window the work is still fresh in the client's mind.
Subcontractor invoice reconciliation
Against jobs actually completed, not jobs claimed.
Dormant quote recovery
Anything older than thirty days without a touch surfaced for action.
Weekly owner pack
Aged debtors, overdue jobs, missed SLAs, hot risks — in the inbox by 08:00 Monday.
What becomes inevitable once the data flows.
Tier 1 was overdue work. Tier 2 changes the maths of the business — only possible once the data flows. Forecasts, alerts and live numbers that turn the business into one screen the owner can run from.
Profit and loss by site, contract and account manager
On one screen — refreshed live, not at month-end.
Job profitability scoring
As jobs complete, with margin erosion flagged the moment it appears.
Operative and engineer utilisation
Tied directly to revenue, not just to hours logged.
Contract margin erosion alerts
When actual cost-per-call exceeds the bid model, by site.
Quote win-rate analysis
By source, value band, salesperson and time-to-first-touch.
Customer churn risk scoring
Built from job volume, satisfaction trend and renewal-response speed.
Capacity-vs-demand forecast
For the next 30, 60 and 90 days — so hiring and bidding sit on data, not gut.
Quarterly review & procurement packs
Built automatically from the data the field team is already logging.
First-time-fix rate
By engineer, by job type, by site — visible weekly, not annually.
Owner-attention dashboard
08:00 each morning: what needs your decision today, what to ignore.
Tier 2 is not a set of bolt-on dashboards. It is what becomes inevitable once the data flows.
The operating layer, installed inside your business. Not advice. Not a deck.
Three weeks. A visible win every few days. Four delivery guarantees, written in. Built inside the tools you already pay for — no shelfware, no 60-page strategy deck, no long-term lock-in.
We sit alongside the team and map exactly what you have.
Operations Maturity Scorecard built against eight dimensions: jobs, scheduling, admin, the field team, follow-ups, reporting, owner dependence and management structure. First Control Win delivered by day seven.
The single screen lit up, the operating rhythm installed.
Leakage recovery workflow live. Operating rhythm in place. Prioritised 90-day scaling roadmap delivered on day twenty-one. Every asset in active use by your team before we hand over.
What we promise before we start.
- First Control Win by day 7 — or the sprint extends free
- Pilot assets usable by day 21 — or we keep building up to 10 working days at no cost
- Owner visibility live by day 21 — or we keep refining the layer free
- Roadmap decision-ready at handover — or we rebuild it free in a follow-up session
A visible win every few days. Not just at the end.
The pilot is engineered to deliver something visible every two to three days. You do not wait three weeks to see what we have been doing — you see wins stack up in real time, starting with the Operations Maturity Scorecard and your exact leakage figure in writing.
What happens and when
- W1Diagnose and mapWe shadow your team, pull 90 days of operational data, and map every step of the operation. By day 7 you receive the Operations Maturity Scorecard and your exact leakage figure in writing — before we build anything.
- W2Install the layerWe connect your existing tools into a single operational view. Every day this week ends with something live. The leakage recovery workflow goes live by day 10. The first recovered job typically lands within 48 hours.
- W3Embed and hand overDay 15 the owner visibility goes live — the whole operation on one screen. Day 17 your team is trained and using it. Day 21 is the showcase: we replay your day-1 goals, hand you the 90-day scaling roadmap, and you own the layer.
Four delivery guarantees
- Day 7 · First Control Win in your hands — or the sprint extends free.
- Day 21 · Pilot assets usable in your business — or we keep building up to 10 working days at no cost.
- Day 21 · Owner visibility live — or we keep refining the layer free.
- Handover · Roadmap decision-ready — or we run an additional strategy session and rebuild it free.
Find out what the operation is losing — and where.
Ten questions about how the operation runs today. You get an instant £ estimate of what is leaking, the two operational dimensions dragging the business hardest, and a clear next step. No call needed before the result lands on screen.
The diagnostic is worth running on its own. A 30-minute call is offered on the results page, but only after the data is in your hands.