For FM contractors
Your engineer completes the job once.
Your admin types it into the client's system all over again.
ProofSync moves the completed job — notes, times, costs, certificates — straight into your client's system. Verified. Audited. Only the exceptions reach a human.
Your system
Where the job is completed
ProofSync
match
map
write
verify
Your client's system
Whatever they happen to run
The landscape ProofSync is built for — one engine, any pairing. Connector availability varies by platform and by your client's authorisation. Ask us about yours.
The job nobody advertises for
Somewhere in your office, someone is a human bridge.
For every completed job, one person does this — by hand, on two screens:
That isn't admin. That's a job a machine should do — and it's costing you a salary to do it slowly and inconsistently.
Why it still happens
Your software won't talk to their software. Neither vendor will fix that.
Your system runs your business. Their CAFM runs theirs. Rival vendors, different buyers, no reason to integrate.
So the gap gets filled with the cheapest middleware going: a person with two screens.
ProofSync is the bridge neither vendor will build — because we sit on your side of it.
The sync
Complete once. Everything after that is ours.
- 1
Completed once
The last time anyone types it.
- 2
Matched
Found by unique job reference. No reference, no update — never a guess.
- 3
Validated
Checked and mapped to your client’s format before anything is written.
- 4
Client system updated
Notes, times, costs and status, into the original job.
- 5
Certificates transferred
Attached to the right job. Not emailed and forgotten.
Verified
Read back and compared. If it didn’t land, you’re told.
Verified is not a figure of speech. After every write we read the record back and compare it. If one field didn't land, the job isn't marked done — it's raised. Most automation fires and hopes.
Where the human goes
It doesn't replace your admin. It hands them only the jobs that need them.
Most jobs sync clean and nobody touches them. The rest don't vanish and don't fail silently — they land in one queue, across every client system, with the reason in plain English and an audit trail behind them.
You don't lose a person. You get their week back.
Exception queue
Every sync ends in a definite state. Nothing is quietly dropped.
What it gives back
Measured in people, not seconds.
| Completed jobs / month | Re-keying time | Equivalent |
|---|---|---|
| 500 | 125 hrs | 0.8 full-time admin |
| 1,000 | 250 hrs | 1.5 full-time admin |
| 2,000 | 500 hrs | 3.1 full-time admins |
Show your working — Basis: 15 min of duplicated admin per completed job; 162.5 hrs per full-time month. This is an estimate, not an audited saving — challenge it with your own numbers and we'll recalculate in front of you. We'd rather be defensible than flattering.
The awkward client
It works with your client's system. Even the one with no API.
Every contractor has that one account on a system too old or too closed to integrate. It's usually the one drowning your admin team — and the one everybody else says no to.
Modern API
Where it exists, we use it. Fastest and invisible.
File or portal import
Scheduled imports and portal uploads — supported routes, no surprises.
No interface at all
Where your client authorises it in writing and issues a service account of their own, we can automate the update directly. Their permission is the starting point, not a footnote.
So the awkward account stops being the one you can't help.
We work within what each client permits. If a system can't be automated within their rules, we tell you that plainly rather than sell you a workaround — and we never touch a system we haven't been invited into.
Before your IT team asks
Every sync is evidenced
Read, changed, excluded, returned, verified, and who intervened — timestamped.
Credentials handled properly
Managed secret store. Never in the database, never in a browser.
Client-authorised only
Connected on their written say-so, with an account they can switch off.
Runs where you need it
Hosted by us, or inside your own environment.
Prove it first
Tell us one client system you're re-keying into.
We'll prove the sync on your real data before you commit.
One client, one job type, your actual data. No procurement exercise, no rip-and-replace.
Rather just watch it run first? See the live demonstration