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How Facility Services Companies Save Costs with Asset Tracking
Aug 30, 2025
Facility services companies manage thousands of tools, cleaning machines, maintenance equipment, safety assets, and consumables across multiple buildings and client sites. Without proper asset tracking, loss, misuse, and downtime quickly drive up costs.
This article explains how asset tracking helps facility services companies reduce expenses, improve operational efficiency, and run more profitable service contracts.
Why Costs Rise in Facility Services Without Asset Tracking
Frequent Loss and Misplacement of Tools
Tools move constantly between buildings, shifts, and technicians.
Cost Impacts
High replacement expenses
Project delays due to missing tools
Wasted technician hours spent searching
Reduced productivity
Summary: Asset tracking cuts replacement costs and prevents lost time.
Inefficient Utilisation of Equipment
FM companies often over-purchase equipment due to poor visibility.
Common Problems
Underused cleaning machines sitting idle
Overspending on tools already available
Duplicate procurement across departments
Summary: Knowing real usage helps companies buy only what’s needed.
Reactive Maintenance Increases Costs
When assets break unexpectedly, repairs become expensive.
Issues
Higher emergency repair costs
Shortened equipment lifespan
Additional rental fees to cover downtime
Summary: Regular, tracked maintenance reduces breakdowns and costs.
Poor Accountability Across Shifts and Locations
Shift-based operations and distributed teams create management challenges.
Consequences
Tools not returned
Cleaning machines left at client sites
Consumables unmonitored
Lack of responsibility for damage
Summary: Check-in/check-out workflows enforce accountability.
Inaccurate Inventory of Consumables
Consumables like filters, chemicals, PPE, and replacement parts are often unmanaged.
Cost Problems
Overstocking
Emergency restocking
Unknown usage patterns
Wasted materials
Summary: Asset tracking helps manage inventory smarter.
How Asset Tracking Helps Facility Services Save Costs
Reduce Equipment Loss with Real-Time Tracking
Equipment labeled with QR codes or RFID can be located instantly.
Benefits
Prevent unnecessary replacements
Reduce tool hoarding
Improve availability for technicians
Summary: Loss prevention directly lowers CapEx costs.
Improve Asset Utilisation With Clear Data
Tracking reveals which equipment is overused or underused.
Cost Advantages
Avoid over-purchasing
Reallocate tools across sites
Extend equipment lifespan
Summary: Better usage data equals more strategic spending.
Digitise Maintenance to Prevent Breakdowns
Asset tracking platforms support preventive maintenance.
Useful Features
Condition reports
Photo-based fault logging
Service reminders
Maintenance history
Summary: Avoiding breakdowns saves money and prevents operational downtime.
Increase Technician Productivity
Technicians spend less time searching for tools or filling out paperwork.
Productivity Gains
Faster job starts
Fewer delays
More service calls completed per shift
Summary: Productivity improvements reduce payroll costs per task.
Reduce Administrative Overhead
Paper logs and spreadsheets require manual updates.
Savings
No double-entry
Faster reporting
Reduced audit preparation time
Summary: Digital systems streamline back-office operations.
Improve Client Billing Transparency
Asset tracking provides clear equipment usage logs.
Benefits
Accurate billing for equipment use
Justification for service upgrades
Reduced client disputes
Summary: Transparent records strengthen client trust and revenue accuracy.
Practical Example: Cost Savings in a Facility Services Company
A facility services provider manages office buildings, retail locations, and industrial sites.
Before Asset Tracking
Tools frequently lost between buildings
Cleaning machines underused but still replaced
Maintenance reactive and costly
Technicians spent too much time searching for tools
After Implementing Tracking
QR codes placed on all tools and equipment
Technicians scan tools for check-in/check-out
Preventive maintenance scheduled digitally
Supervisors receive real-time asset visibility
Outcome: Annual equipment spending reduced by 35%, downtime decreased, and technician efficiency improved.
How MapTrack Helps Facility Services Companies Save Costs
MapTrack is designed to reduce waste and improve operational control across facility services teams.
Real-Time Visibility
Track tools, equipment, cleaning machines, and safety assets across all client locations.
Fast Check-In/Check-Out
QR-based workflows improve accountability and reduce lost equipment.
Digital Checklists and Condition Reporting
Technicians perform consistent inspections, reducing downtime and repair costs.
Smart Lock Integrations
High-value tools can be secured and tracked through automated access logs.
Summary: MapTrack helps facility service companies cut costs through visibility, efficiency, and accountability.
FAQ
What assets should facility services companies track?
Cleaning machines, hand tools, HVAC tools, PPE, consumables, maintenance equipment, and IT devices.
How does asset tracking reduce equipment loss?
By recording check-outs, logging user responsibility, and improving location visibility.
Can tracking reduce maintenance costs?
Yes—preventive maintenance reduces emergency repairs and extends equipment lifespan.
Does tracking improve technician efficiency?
Absolutely—less time searching for tools means more time completing tasks.
Is asset tracking useful for multi-building operations?
Yes—MapTrack supports multiple locations, teams, and shifts.
Can MapTrack track consumables too?
Yes—QR codes and digital logs track stock, usage, and restocking.
Conclusion & Actionable Takeaways
To save costs and improve performance, facility services companies should:
Track all tools and equipment with QR/RFID
Use digital workflows for check-in/check-out
Schedule preventive maintenance
Monitor asset utilisation
Reduce administrative overhead with digital logs
Improve billing accuracy through asset history
MapTrack helps facility services companies reduce costs by improving visibility, maintenance, accountability, and operational efficiency.
