Governance · Cost oversight
Service catalog software that ties agreed rates to the work order.
Rate schedules that version. Quotations that snapshot agreed rates. Approvals that route by amount. Cost tied back to the work order on the same record.
Chiller plant annual
London HQ · Plant room L-B2
Assignee
Marcus K. Sunrise Facilities
Scheduled
26 Apr 2026
Duration 2 days
Site
London HQ
Plant room L-B2
Trade
Mechanical
Annual PM
Activity
Service cost
ApprovedApproved quotation
SQ-2026-0042Approved cost
$2,223.60
Ana P. · Facilities manager The work order knows its approved quote, its approved cost, and who approved it. No cross-system reference. No paste.
Quotations snapshot the agreed rate at submission. Replay the quote exactly, even after the schedule revises.
The work order record carries the approved quotation, the approver, and the approved cost. Same record, not an export.
Small quotes auto-approve under your threshold. Big ones route by role. One approvals inbox across quote, permit, visit, and work.
01 · On the record
Your rate schedules stop living in Excel.
Load agreed rates by contract: contractor, contract reference, effective dates, line items by trade. The catalog is queryable, versioned, and visible across your team. When a rate changes, you revise the schedule. Old rates stay in history. Quotations submitted before the revision replay the old rate exactly.
London HQ: ACMV 2026
Sunrise Facilities · Contract FM-2026-ACMV-012 · Effective 2026-01-01 to 2026-12-31
| Code | Description | Unit | Unit rate | Status |
|---|---|---|---|---|
| ACMV-INSP-Q | Quarterly inspection of central AHU | visit | $240 | Active |
| ACMV-FILT-P | Primary filter replacement | each | $45 | Active |
| ACMV-CLEAN-M | Monthly coil cleaning | visit | $180 | Active |
| ACMV-REPAIR-H | Labor, corrective repair | hour | $85 | Active |
| ACMV-EMERG-C | Emergency callout surcharge | each | $150 | Active |
From London HQ: ACMV 2026 Rev 2
Linked to work order WR-2026-1847 · Chiller plant annual · Marcus K.
| Line item | Unit | Qty | Rate | Total |
|---|---|---|---|---|
| ACMV-INSP-Q Quarterly inspection snapshotted · rev 2 | visit | 4 | $240.00 | $960.00 |
| ACMV-FILT-P Primary filter replacement snapshotted · rev 2 | each | 12 | $45.00 | $540.00 |
| ACMV-CLEAN-M Monthly coil cleaning snapshotted · rev 2 | visit | 3 | $180.00 | $540.00 |
Will route to facilities manager.
Above your $500 auto-approve band.
02 · Quote from the record
No ad-hoc overrides. What was agreed is what gets quoted.
Pick the schedule. Select the line items. Enter quantities. The platform snapshots the unit rate, the unit, the description, and the code at that moment. Those values stamp onto the quotation. If somebody on your team tries to hand-edit a line rate, there is no path for that.
03 · Same record
The work order shows the approved quote, the approver, the approved cost. Not a cross-system reference.
When you create a quotation, link it to the work order it covers. Once approved, the work order detail page carries a quotation summary: count of quotations, approval status, approved quotation ID, approved cost, the approver, the date. No export. No cross-reference to paste into another tool. The cost side of the work order and the work side of the work order are the same record.
On the work order
Approved quotation
SQ-2026-0042Approved cost
$2,223.60
Ana P. 04 · Approvals
Small quotes auto-approve under your threshold. Larger ones route by role.
A $40 pest-control callout auto-approves. A $1,200 lift maintenance quotation routes to your facilities manager. A $20,000 chiller overhaul routes to the owner. Every quotation lands in the same approvals inbox your team already uses for work orders, visitor decisions, and permit approvals. One place to approve. One audit trail.
London HQ: ACMV 2026 · $1,820.00
From Marcus K. · Sunrise Facilities · submitted 2h ago
Hot work · Priya S. crew (3)
Requires safety officer sign-off · submitted 45m ago
Overtime authorization
Requested by Sara T. · 1h ago
Flagged match · Marcus K.
Decide on arrival · live
Berlin Campus: Electrical 2026 · $480.00
Reviewed by System · under $500 band · 3h ago
05 · You set the bands
You decide what auto-approves and what escalates.
Three bands, five bands, whatever fits your governance. Under $X auto-approves. $X to $Y routes to facilities manager. Above $Y routes to owner. Change the bands as your contracts shift. Your procurement lead owns the config. Nobody else edits it.
Also reported
Rate drift by schedule: your schedule rate compared with how approved quotations used it across the period. Not settled actual cost. When the catalog and the practice drift, you see it.
Approval thresholds · service catalog
Grand total (subtotal plus tax) at submission
See the platform
The cost governance your facilities team already needed.
30-minute demo. Your real schedule, your real approval pain. No pitch slides.