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For Total FM

Request logged. Supplier booked. Compliance covered. Paid and billed.

The problem

Your CAFM holds the record. Your helpdesk still does the heavy lifting.

Based on 600+ hours of shadowing facilities management teams.

More volume, more people

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

More pressure, more errors

High-volume, high-pressure environments burn people out. The higher the workload, the more mistakes slip through.

The root cause is systemic

95% of the work is manual, repetitive, and fully automatable – yet still done manually.

See it work

From the client’s email to the sales invoice.

A reactive job for a Total FM team. Illustrative screens and data.

01 / 09

Request

A client emails. TYTEN replies for the missing details and raises the work order.

Client mailboxTriaged
FromSarah Chen, Hartwick Estates
SubjectAC broken in our office

Our air conditioning has stopped working and the room is getting really warm. Could someone come and look at it as soon as possible?

TYTEN replies for the floor, the asset and a photo
Work order WO-26-CW-7740 raised in the CAFM, P1 critical
02 / 09

Schedule

Ten contractors are ranked on trade, distance and past SLA. The best fit gets the quote request.

Ten contractors, rankedTrade match first
1CoolAir Solutions LtdDaikin-certified · 1.4 mi · 98% SLA
2CapitalClimate Engineering2.8 mi · 94% SLA
3ServiceCo HVAC4.1 mi · 89% SLA

Scored on trade match, postcode and past SLA performance.

Quote request sent to CoolAir Solutions Ltd, 4 hour window
03 / 09

Quote

The fixed-price quote goes to the client with the PDF.

Quote RQ-2026-0429Sent to client
Net£1,777.50
VAT (20%)£355.50
Total including VAT£2,133.00

Includes an out-of-hours emergency surcharge of £175.00 net. The client approves after-hours work.

Fixed-price quote and PDF sent to the client
04 / 09

Approval

The client approves. The contractor confirms the engineer and ETA.

Client approvesApproved

We have reviewed the scope and pricing and are happy to approve this. Please proceed with scheduling the works.

To the contractor

The client has approved the quote, including the out-of-hours surcharge. Please confirm the engineer, ETA and compliance pack.

Engineer and ETA confirmed by the contractor
05 / 09

Compliance

RAMS, insurance and certificates are checked before anyone is on site.

Pre-visit compliance pack
RAMS for the site: refrigerant and electrical isolationChecked
Public liability insurance, £10m, currentChecked
REFCOM Cat 1 certificate for the engineerChecked

Nothing starts on site until all three are validated.

Compliance cleared. The engineer attends within the SLA
06 / 09

Job sheet

The job sheet is chased, checked and sent back if it is incomplete.

Job sheetValidated
Engineer signs off on site, service marked complete
Job sheet requested, needed to release payment
First sheet arrives with no signature and fields missing
Resubmission requested automatically
Signed job sheet validated and filed
07 / 09

Remedials

Work found on the job sheet is flagged and ready to quote.

Remedials on the job sheet3 found
Fan coil in the next suite shows the same pre-failure vibration. Replace the bearing earlyMedium
Compressor seal worn. Pressure log is 14% low, so a leak is likelyHigh
Condenser coil debris blocks about 22% of airflow. Clean before summerMedium
One follow-on work order ready to raise, with all three items
Quote requested for the extra work
08 / 09

Bill

The supplier bill is chased, checked against the PO and posted to accounts.

Supplier billPosted
Invoice chased with the PO and the variation line
  • PO match
  • Totals
  • VAT
  • Supplier identity
  • Work order link
  • Line items
  • Out-of-hours variation
  • Job sheet match
8-check validation passedGross £1,418.40
Posted to Xero as BILL-2026-00913, awaiting approval
09 / 09

Sales invoice

The sales invoice is the supplier bill plus your mark-up, raised with the job sheet.

Sales invoiceSent to client
Supplier bill, net£1,182.00
Your mark-up+ £595.50
Invoice net£1,777.50
VAT (20%)£355.50
Total due from the client£2,133.00
Matches the quote the client approved
Raised with the job sheet attached, then chased until paid
What TYTEN does

TYTEN Heroes serving you 24/7, from first call to final payment.

Start with one area. Add the rest when you’re ready.

  • Request intake

    Automated by TYTEN
    • Answers calls, emails and WhatsApp
    • Logs every request as a job
    • Keeps the client portal up to date

  • Quoting

    Automated by TYTEN
    • Builds the quote from your rates
    • Sends it and processes the reply
    • Chases until it is approved

  • Dynamic scheduling

    Automated by TYTEN
    • Ranks and books the right engineer
    • Picks the right subcontractor
    • Confirms every visit with the client
    • Plans your PPMs

  • Compliance

    Automated by TYTEN
    • Drafts RAMS and permits to work
    • Checks supplier insurance and certificates
    • Chases anything about to expire

  • Closing the job

    Automated by TYTEN
    • Chases job sheets
    • Reads, checks and files them
    • Spots remedial work to quote
    • Advises engineers on site

  • Accounting

    Automated by TYTEN
    • Checks supplier bills against quotes
    • Raises and chases sales invoices
    • Reconciles what has been paid

  • Procurement and bidding

    Automated by TYTEN
    • Manages tenders and bids
    • Runs procurement for you

  • Reporting

    Automated by TYTEN
    • Builds your internal dashboards
    • Writes client reports
    • Writes supplier reports
Results

What live Total FM clients see

Live in production since Nov 2025: 480k+ work orders processed, 6,000+ suppliers coordinated.

Jobs move faster

5xincrease of helpdesk throughput
9 in 10new requests become jobs with no manual keying
2 in 3job sheets filed automatically

Revenue stops leaking

2.2xmore remedial work flagged for quoting
48xfaster from certificate to remedial job
23%more billable work found in a single month-end check
Supported systems

Plugs into the tools you already use.

No new logins for your team, contractors or clients.

CAFM & field service

Accounting

Procurement & P2P

  • Access Procure Wizard Future
  • & more

Mailbox & comms

  • Outlook Live
  • Gmail Live
  • WhatsApp Live
  • & more

Compliance & standards

  • SFG20 task codes
  • RAMS & method statements
  • SSIP accreditation
  • Employers’ & public liability
  • EICR
  • LOLER
  • Gas Safe
  • F-Gas
  • & more
Beyond the systems

TYTEN reads the paperwork UK FM actually runs on.

  1. PPM assets matched to certificates by their SFG20 task code.
  2. Subcontractor RAMS, SSIP accreditations and insurance tracked to expiry.
  3. Statutory certificates read, checked and filed back against the work order.

Our own security controls are aligned to ISO 27001, with certification and a SOC 2 examination underway, detailed in the Trust Center.

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.

Platform names are trademarks of their respective owners. TYTEN is independent and is not affiliated with, endorsed by, sponsored by, or certified by the listed platform providers unless expressly stated. Integrations depend on customer permissions, configuration, and available access methods.

Protection

You stay in control.

UK GDPR · Aligned with ISO 27001 and SOC 2 · Each client’s data kept private and separate · No AI training by default.

  • Works inside your systems

    API, email, CSV or portal. No new interfaces for your team, contractors or clients.

  • Review mode first

    Your team approves every action until you are happy to let it run.

  • Safety-critical goes to a person

    Anything safety-critical, such as life-safety and emergency jobs, goes to a person, every time.

  • Every decision is logged

    Every decision is logged with its reasoning.

After you say yes

Your first 60 days

  1. Days 1 to 7

    We shadow your team

    We write down how you do the work today. No charge.

  2. Weeks 2 to 4

    We build and test

    We connect to your CAFM, mailbox and accounting system and test on your real jobs. No charge.

  3. About day 30

    First area goes live

    It starts in review mode, so your team approves every action. Billing starts.

  4. Days 31 to 60

    You decide what is next

    We review the results on your numbers, then add the next area or stay where you are.

At day 60, add another area or carry on as you are. 30 days’ notice, no long-term contract.

How we start

Start with one area. Pay per job.

  • Start with one area

    Each area works on its own. Prove the value, then add more when you are ready.

  • Pay per job

    Per job, by area, billed monthly. No annual lock-in. We notify you at 80% of your volume tier.

  • No charge during onboarding

    We shadow and standardise your process first. Billing starts once an area is live and delivering value.

  • Live in four weeks

    Four weeks for the first area. 30 days’ notice to exit, no long-term contract.

Your helpdesk, tightened.
Nothing slips through.

Book a demo