For Facilities Management

Your FM back office.
Service Desk. Quoting. Compliance. Accounts. Scheduling. Reporting. Calls. Automated.

The AI workforce running your FM back office end-to-end.

20x faster.

"The reason we could grow work order volumes by 5x is because TYTEN freed up our back office, so the team could spend more time with clients."
Mike Robinson  ·  Penguin FM
40,729
Work orders served
£2.8M
Accounts payable value processed
4,025
Job sheets chased
4 weeks
Typical go-live
Live in production since November 2025 across UK FM clients.

The more you grow, the more people you need to support it. And the more failpoints you introduce.

500+
hours of
shadowing
showed

FM runs on thin margins.

01

Headcount scales with volume

Back-office headcount grows in line with contract volume. There is no other way to absorb the work.

02

High pressure amplifies errors

High-volume, high-pressure environments burn people out. Staff leave months after being trained. The higher the workload, the more mistakes slip through.

03

The root cause is structural

95% of the work is manual, repetitive, and fully automatable. Yet still done by hand.

Benefits

What changes when TYTEN
runs your back office.

Headcount stays flat
Volume doubles. Team size does not. Every module absorbs demand as your contract portfolio grows.
Cash flow moves faster
Invoices leave the same day jobs complete. No month-end batching. No deferred revenue sitting in a to-do list.
Errors caught. Contracts won.
Problems flagged before they cost you. New contracts onboarded in 4 weeks. Fully configured to your processes, not the other way around.

22 back-office workflows.
Automated end to end.

Modular. Each module works independently or as part of the complete suite. Go live in 4 weeks.

AI Voice Agent
Work Order Creation
Contract Management
Quoting
Reactive Jobs
Procurement
PPM Services
Accounting
Management
Repair Assistance

The same platform. Configured to how you deliver.

Whether you coordinate a supply chain or run your own engineers, TYTEN adapts to your direction.

You coordinate the supply chain. TYTEN handles the paper trail.
00
Inbound call
AI Voice Agent answers
Receives the inbound call, asks structured follow-up questions to extract issue details, and creates a work order from the conversation. Escalates genuine emergencies immediately. Hands off to a live agent when human judgement is required.
01
Request received
Work order created
Email classified automatically. Work order created with extracted location, problem description, urgency and contact details. Pushed to CAFM.
02
Assignment
Subcontractor assigned
Compliance status checked, trade matched, performance scored. Only compliant suppliers assigned. Booking confirmation sent automatically.
03
Quoting
Quote processed and sales quote generated
AI extracts line items from supplier quote PDF. Contractual margin applied. Client-facing quote compiled and sent for internal approval before issuing.
04
Scheduling
Visit scheduled
Booking confirmed with contractor. The AI Voice Agent calls client sites to confirm scheduled appointments. Compliance documents verified ahead of visit. Reminders sent automatically if anything is missing.
05
Documentation
Report processed
Job sheet extracted, validated, and filed to CAFM. Outstanding job reports chased by both call and email. Remedial findings flagged automatically.
06
Finance
Accounts payable processed and client invoiced
Supplier invoice validated against 7 checks. Safety Lock holds payment until the job sheet is on file. Sales invoice raised, linked to work order and supplier bill. Chased automatically if unpaid.
Your engineers do the work. TYTEN handles everything behind it.
00
Inbound call
AI Voice Agent answers
Receives the inbound call, asks structured follow-up questions to extract issue details, and creates a work order from the conversation. Escalates genuine emergencies immediately. Hands off to a live agent when human judgement is required.
01
Request received
Work order created
Email classified automatically. Work order created with extracted location, problem description, urgency and contact details. Pushed to CAFM.
02
Quoting
Quote issued
Quote generated from your labour and parts costs. Standard jobs automated. Approval workflow before sending. Chased automatically until client approves.
03
Scheduling
Engineer scheduled
Engineer matched by skill set and certification. Workload balanced. The AI Voice Agent calls client sites to confirm scheduled appointments.
04
Documentation
Report generated and dispatched
Engineer submission reviewed by AI. Language corrected, photos embedded, dispatched to the client. Outstanding reports chased by both call and email. Remedial findings trigger an automatic quote.
05
Finance
Sales invoice issued
Invoice triggered the moment the report is dispatched. No month-end batching. Chased automatically if unpaid. Aged debt reported in 30, 60, and 90+ day buckets.
Annual gas safety inspection at The Mayfair Townhouse. Here's what happens without anyone lifting a finger.
01
30 days before due date
Booking request sent to contractor
The system emails the gas safety contractor requesting available dates. The hotel's Contractor Conditions document is attached automatically.
02
Contractor replies
AI reads the free-text email
AI extracts both proposed dates and the morning preference. No special format needed, just a normal email.
03
Immediately
Hotel team asked to confirm
The Chief Engineer is emailed with the two options. The deputy is CC'd so either can respond, again in plain English.
04
Chief Engineer replies
Date confirmed by free-text reply
AI understands the selection. Calendar invite sent to everyone with Contractor Conditions and PTW form attached.
05
Documents chased
PTW, RAMS, and Insurance tracked
If documents aren't returned as the visit approaches, the system sends reminders at configurable intervals. Each document is AI-analysed when received.
06
48 hours before
Contractor reminded
A final reminder with date, time, and site contact details is sent automatically.
07
After the visit
Report chased, received, and AI-analysed
The gas safety certificate is chased, then read by AI. Engineer name, certificate number, expiry date extracted. Compliance confirmed. If issues were found, remedial actions are created automatically.
08
Complete
Schedule closed, next visit auto-set
The Chief Engineer confirms on the dashboard. Next year's gas safety inspection is automatically scheduled. Compliance status updated in real time across the portfolio.
Case Study

Penguin FM

250 subcontractors. Results from first 3 modules deployed.

01

Job Sheet Chasing

Monitors the mailbox, automatically chases subcontractors for missing or incomplete submissions.

02

Job Sheet Processing

Extracts key data, validates required fields, uploads completed records to the CAFM.

03

Remedials Detection

Scans job sheets for remedial findings and raises follow-up actions before they fall through.

+40%
Increase in available helpdesk capacity
5x
Increase in work order volume handled
100%
Of backlog cleared
"TYTEN handled the admin, so we could focus on growth."
Penguin FM  ·  Additional modules have since been deployed.
Integrations

Sits inside your existing platforms.

No migration. No new interfaces for your team, contractors, or clients. Reads from your systems and writes back.

CAFM & Field Service
Infraspeak Live Simpro Live Invida Live Fergus Live Unifocus Live
& more
Accounting
Xero Live Sage Future Quickbooks Future
& more
Mailbox & Comms
Outlook Live
Gmail Live
WhatsApp Live
& more

No new interfaces

Everything flows through your existing mailboxes and CAFM. No new portals for your team or contractors.

System-agnostic

TYTEN adapts to your stack. Integration is client-driven, not the other way around.

See what TYTEN frees up.

Select the areas you want to automate and your volume.

Volume tier
Up to 500 work orders / month
Areas to automate
--
Hours saved per month
--
FTE equivalent freed
--
Annual cost saving

Based on observed FM back-office task times and average UK FM salaries. Actual savings vary by contract complexity and team structure.

The TYTEN Team

We aren't just another company trying to break into FM. We get it, and we love the FM industry, warts and all.

Vlad is a second-time founder in FM, having previously built an AI solution for HVAC automation. Tom brings a decade of experience in UK commercial real estate, while Serge has created award-winning AI and machine learning solutions for enterprise businesses.

"Most companies build for other industries, then try to shoehorn them into FM. Our products are for FM first — and FM only."

Vlad, 2026
The TYTEN Team
FAQ

Common questions.

On the product
Does TYTEN replace our CAFM?+
No. TYTEN sits on top of your existing CAFM. It reads from it and writes back to it. Your team keeps using the same system.
How long does it take to go live?+
4 to 6 weeks for the first module. Each additional module is faster once the integration is established.
Can we start with one module?+
Yes. Every module is independent. Most clients start with two or three in parallel for combined impact.
What if our document formats are non-standard?+
TYTEN reaches 95% accuracy out of the box with new formats and improves to 98-99% as it learns supplier-specific patterns.
On integration
Which CAFM systems do you support?+
Infraspeak, Simpro, Invida, Fergus, and Unifocus are live. If yours is not listed, contact us - integration is client-driven.
Do contractors need to change how they submit documents?+
No. Contractors continue emailing job sheets, invoices, and compliance documents as normal. TYTEN processes whatever arrives.
On data
Is our data shared with other clients?+
No. Per-client data isolation is enforced at every layer. No cross-client data access is possible.
Does TYTEN log its decisions?+
Yes. Every AI decision includes a full reasoning log - what was processed, what was extracted, and why any document was rejected or held.

Remove the bottleneck.

30-minute demo. First session maps your workflows against TYTEN.

Book a Demo