Calculator

Work Order Leakage Savings Estimator

Estimate savings from facilities service vendor controls across overbilling, rate and markup normalization, scope creep prevention, and rework reduction.

This tool is educational and operational. It is not legal, engineering, or financial advice.

Processed in-browser. Nothing is stored.

Inputs

Optional. Used in the memo output.

Use last 12 months spend for facilities service vendors (maintenance, janitorial, security, landscaping, inspections).

%

Percent of spend where the controls will apply consistently.

%

Conservative savings from invoice matching, proof of work enforcement, and exception controls.

%

Conservative savings from rate card enforcement and markup caps.

%

Conservative savings from not-to-exceed enforcement and change order governance.

%

Conservative savings from inspections, acceptance, and fewer repeat calls.

Process, staffing, tooling, or vendor cost to install the operating system.

Assumptions

  • This is an estimate. Validate using invoice samples and work order history.
  • Impact applies only to in-scope spend where controls are enforced consistently.
  • Overbilling savings depends on invoice matching and proof of work requirements.
  • Rate and markup savings depends on enforceable rate cards and markup caps.
  • Scope creep savings depends on not-to-exceed rules and change order discipline.
  • Rework reduction depends on inspection and acceptance cadence.
  • Payback is implementation cost divided by monthly savings.

Results

Enter inputs and click Generate.

How to use

  1. Enter annual facilities services spend and the percent you can enforce controls on.
  2. Set conservative savings percents for each lever based on invoices and work order history.
  3. Generate results and copy or download the memo for finance review.
  4. Revisit assumptions as controls are implemented and actuals are tracked.

What results mean

Estimated annual savings sums the four leakage levers for your in-scope spend.

Savings percent of spend shows annual savings divided by total facilities services spend.

Payback period divides implementation cost by monthly savings to estimate time to recoup the investment.

Common pitfalls

  • Using aggressive savings percents without validating invoice samples.
  • Applying controls to spend that is not consistently in-scope.
  • Ignoring implementation cost when leadership expects a payback timeline.

Definitions

Work order: A request for service or repair that produces labor and material charges.

Not-to-exceed: A cap that limits cost unless an approved change is issued.

Change order: A documented change to scope, schedule, or price.

Acceptance: Proof that work was completed to standard before payment.

Change log

v1.0 (2026-02): Latest release