Facilities Services Cost Control

Facilities services spend leaks because the work is hard to measure.

Common failure patterns:

• scope is vague, so add-ons become normal
• hours creep upward quietly over time
• after-hours and callout fees become automatic
• per-event charges are not tied to triggers or approvals
• invoices do not reconcile to schedules, rosters, or unit rates

This collection installs a beginner-safe operating system so facilities services are measurable, reviewable, and controllable.

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Who this is for

• Procurement and operations leaders managing facilities vendors
• Finance teams who need invoice integrity and predictable run-rate
• Property and facilities managers who want fewer disputes and fewer surprises

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What you will install

By the end of this collection you should have:

• unit-rate based janitorial scope and invoice checks
• security post orders, schedules, and overtime approvals
• landscaping scope calendars with weather-triggered event controls
• elevator and life safety entitlement documentation with callout fee approval rules
• a leakage estimate to size the prize and align priorities

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How to use this collection

Install in this order:

1. Janitorial scope and unit rate kit
2. Security post orders and schedule audit playbook
3. Landscaping seasonal scope and weather controls kit
4. Elevator and life safety entitlement callout audit playbook
5. Facilities services leakage estimator

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Beginner-safe definitions

Unit rate: a price per measurable unit, such as per square foot, per visit, per post hour, or per event.

Scope: the exact work included, including frequency, locations, and exclusions.

Entitlement: what is included in the contract at no additional cost.

Callout: a service visit outside of the planned schedule, often billed separately.

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What good looks like

• invoices reconcile to measurable units and schedules
• add-ons require approvals and supporting evidence
• callouts are validated against entitlements and dispatch logs
• disputes are rare and fast to resolve because the proof is already captured