Facilities Services Controls Kit

A beginner-safe operating kit to control recurring facilities services spend (janitorial, landscaping, security, pest, waste, elevator, HVAC PM, etc.) with enforceable scopes, inspections, invoice rules, and governance.

Run the OperationStarter Kit60–90 min

Primary outcomes:

•Cost reduction: stops recurring leakage (extra visits, vague "misc" charges, uncontrolled pass-throughs, out-of-scope upsells)
•Risk mitigation: improves service reliability, reduces safety/compliance gaps, creates an audit trail
•Carbon impact (optional): not the focus; however, better service documentation improves operational data quality

Beginner truth: Facilities services leak money because delivery is hard to verify and scopes are vague. This kit makes delivery verifiable.

What this kit includes

•A Facilities Services Roster (what services exist at what sites)
•A Scope + Unit Definition template (so invoices can be matched)
•A Service Calendar (so "we visited" can be verified)
•An Inspection and Acceptance checklist (so quality is enforceable)
•An Invoice Match Standard + dispute triggers
•A Change order policy (no CO = no bill)
•A Vendor scorecard + QBR agenda (Tier 3–4)

Use this kit when

•you see recurring "misc" / "extra service" charges
•vendors claim they performed services with no evidence
•quality complaints are constant but nothing improves
•different sites pay different rates for the same service
•you can't answer "what do we pay for, exactly?"

Setup (60–90 minutes)

Step 1 — Build your Facilities Services Roster (15 min)

List every site and every recurring services vendor.

Step 2 — Standardize scope and units (20 min)

For each service:

• define unit (visit, post, hour, inspection)
• define evidence required (ticket, photo, checklist)
• define included/excluded
• define service window and response expectations

Step 3 — Create the Service Calendar + inspection cadence (15 min)

A calendar is the cheapest verification tool in the world.

Step 4 — Define invoice standards + match rules (10 min)

If the vendor invoice can't be matched, it's not payable (or it's disputed/partial paid).

Step 5 — Install governance (10–30 min)

• Tier 3–4 vendors: monthly scorecard + quarterly QBR
• Tier 1–2: lightweight monthly check

Templates

Facilities Services Roster

What services exist at what sites

Site	Service	Vendor	Contract/SOW link	Service window	Billing model	Unit definition	Frequency	Monthly cost	Owner	Evidence folder link
(add rows as needed)

Scope + Unit Definition (per service)

Define scope and billing units for each service

Facilities Service Definition (Per Service)

Service:
Site(s):
Vendor:

Included (must deliver)
- ...
- ...
- ...

Excluded (not included)
- ...
- ...
- ...

Unit definition (for billing)
- Unit name:
- What counts as 1 unit:
- Evidence required (linkable):
- Acceptance owner:

Frequency + schedule
- Planned frequency:
- Allowed variance:
- Service window (hours/days):

Quality expectations
- Minimum standards:
- Inspection checklist used:

Change orders
- What triggers a CO:
- Who can approve:

Service Calendar (minimum viable)

Track planned vs completed services

Month	Site	Service	Planned service dates	Completed? (Y/N)	Evidence link	Notes
(add rows as needed)

Inspection and Acceptance Checklist (generic)

Verify service delivery and quality

Inspection Checklist (Generic)

Service:
Site:
Date:
Inspector:

Delivery verification
- Service performed on scheduled date/time
- Evidence provided (photos/ticket/checklist)

Quality checks (choose what applies)
- Cleanliness/condition acceptable
- Safety hazards resolved
- No rework required
- Tenant complaints addressed (if applicable)

Acceptance
Accepted? (Y/N)
Notes:

Invoice Match Standard (Facilities)

Requirements for facilities invoices

Facilities Invoice Match Standard

Invoice must include:
- Billing period start/end
- Site name/location
- Service name
- Line item detail:
  - unit, quantity, unit rate, extended amount
- Reference: PO/contract/SOW (if applicable)
- Evidence link(s) for variable services or extras
- Any pass-throughs must include original receipts and allowed markup rules

If missing:
- dispute or partial pay undisputed amount

Facilities Vendor Scorecard (starter)

Monthly performance tracking

Vendor	Period	Sites covered	On-time completion %	Quality score (1–5)	Rework events (#)	Complaints (#)	Invoice disputes (#)	Safety/compliance issues (#)	Actions
(add rows as needed)

QBR Agenda (Facilities)

60-minute quarterly business review

Facilities Vendor QBR (60 min)

1) Service delivery scorecard review (15)
2) Root causes of misses/complaints (15)
3) Invoice disputes and leakage fixes (10)
4) Scope optimization and prevention of CO churn (10)
5) Next quarter priorities + commitments (10)

Outputs:
- 3–5 corrective actions with owners/due dates
- updated scope/unit definitions if needed

KPIs

•invoice dispute rate (should decline)
•rework events (#)
•complaint rate (#)
•% scheduled services verified with evidence
•$ recovered via credits/disputes

Definition of Done

you can see all sites/services/vendors in one roster
services have clear units and evidence requirements
invoices can be validated against schedule + evidence
quality is inspected and owned (not vibes)
repeat issues decline because governance exists

Change log

v1.0 (2026-01): Latest release