Pactsheet.FM
So operator responsibility is more than a gut feeling.
The integrated platform for technical building and facility management
Where technical building operations really break down
Deadlines and obligations
Maintenance work, recurring inspections, and operator obligations sit in calendars and lists that no one oversees centrally.
Faults and repairs
They run over phone and email; quotes, approvals, and warranty claims are barely traceable after the fact.
Contracts
They renew unnoticed, cancellation deadlines slip by, and costs per property stay opaque.
Knowledge is tied to individuals
When a building technician or property manager leaves the company, operational knowledge walks out the door with them.
Proof of compliance
In the event of damage or liability, the documented history is missing — who inspected, ordered, or approved what, and when?
The platform at a glance
Everything in one system
Properties, buildings, assets, maintenance, faults, contracts, documents, partners, and staff — all fully interconnected.
Operator responsibility (Betreiberverantwortung) under control
Scheduled due dates, inspection obligations, and maintenance intervals — with reminders, clear responsibilities, and complete documentation.
Real-time collaboration
Every change is instantly visible to everyone involved — no page reloads, no outdated lists.
Granular permissions
Everyone sees exactly what they're allowed to — down to the property and field level (e.g. protected bank and contact details).
Multi-tenant and secure
Strict data separation per customer, your own branding, an audit log, and regular security reviews.
Five areas, one system
The digital property model
Properties, buildings, assets, meters, and documents in one seamlessly interconnected structure — from the address down to room level.
Details
Operations under control
Maintenance plans, operator obligations, walkthroughs, tickets, and repairs — with deadlines, responsibilities, and approvals in one place.
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Contracts, partners & costs
Contracts with visible cancellation deadlines, insurance policies, rated service partners, plus cost centers, GL accounts, and ERP integration.
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Organization & collaboration
Calendar, workforce planning, reports, real-time collaboration, plus mobile, bilingual operation for the whole team.
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Security, permissions & operations
Granular roles and permissions, an audit log, strict tenant isolation per customer, and continuous quality assurance.
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What pactsheet.fm delivers for each role
Executive management
Portfolio-wide transparency over condition, costs, and obligations; documented approvals; reduced liability risk through complete, gap-free records.
Property / hotel management
All appointments, faults, and service providers for their own property in a single view; clear escalation and approval paths.
Building services
Mobile data capture on site, walkthroughs with integrated maintenance points, unambiguous responsibilities via on-call groups.
Administration & accounting
Clean assignment of cost centers and GL accounts, an overview of contracts and cancellation deadlines, ERP reconciliation without duplicate data entry.
Service-provider management
Rated partners, quote comparison, defect notices and work orders straight from the system — transparent and traceable for both sides.
Savings potential: a model calculation
What does the status quo of Excel, email, and word of mouth actually cost? The model calculation below shows conservatively estimated ballpark figures for a typical portfolio hotel (100–150 rooms) — per role, per hotel, per month.
Fully loaded cost rates (gross employer cost incl. ancillary costs): Management/executive level 90 €/h · Property/hotel management 45 €/h · Building services 35 €/h · Administration/accounting 40 €/h · Service-provider management 45 €/h. Central functions calculated pro rata per hotel.
| Role | Where time is lost today | Time/month | Cost/month |
|---|---|---|---|
| Management / executive level | Compiling reports, chasing approvals | approx. 2 hrs | approx. 180 € |
| Property / hotel management | Coordination by phone and email, chasing status updates, duplicate filing | approx. 6 hrs | approx. 270 € |
| Building services | Paper-based chaos, duplicate data entry, hunting for documents and history | approx. 10 hrs | approx. 350 € |
| Administration & accounting (pro rata) | Clarifying account assignments, searching for contract data, re-entering data into the ERP | approx. 5 hrs | approx. 200 € |
| Service-provider management (pro rata) | Obtaining and comparing quotes, tracking appointments, drafting defect notices | approx. 4 hrs | approx. 180 € |
| Total staff time | approx. 27 hrs | approx. 1.180 € | |
On top of that come material effects not tied to working time (ranges per hotel per month):
Contracts
avoided unwanted renewals and a stronger negotiating position thanks to visible cancellation deadlines
approx. 50–150 €
Warranty
warranty claims caught instead of repairs paid out of pocket
approx. 50–100 €
Maintenance
fewer emergency call-outs thanks to maintenance intervals that are actually met
approx. 100–200 €
The potential
Around 1.400–1.600 € per hotel per month, or roughly 17.000–19.000 € per year. For a portfolio of 10 hotels, that amounts to 170.000–190.000 € per year — and the roughly 270 working hours saved each month equate to more than one and a half full-time positions that become available again for the actual work of running the buildings.
Model calculation with conservative reference values, not a guarantee. The actual effects depend on portfolio size, existing processes, and level of adoption; the savings must be weighed against the license costs. We're happy to prepare a calculation with your own figures.
Outlook: AI support
In developmentAs a company built on AI-native software, Pactsheet is extending the platform with AI features that are already present as a preview in the interface today:
AI Agent
Analyzes uploaded documents (maintenance reports, contracts, invoices), detects defects and deviations, and proposes dates and actions — always with human approval (“Human in the Loop”).
AI Chat
Answers questions about the portfolio in natural language (“Which contracts expire in 2027?”).
Compliance cockpit
Condenses the inspection and maintenance status of each property into a continuously updated compliance overview.
Electronic signature
Integration of signature services for placing orders directly from the approval workflow.
These features are in development; availability and scope will be announced separately.
See pactsheet.fm live
In a personal demo, we'll walk you through pactsheet.fm and answer your questions — tailored to your portfolio. Book a time that works for you.