A facility management contract is a monthly cycle: deploy staff, record attendance, do the planned maintenance, report, invoice. The margin is thin, and it disappears quickly if attendance doesn't match the invoice, or statutory payments are missed.
Start each site with a proper mobilisation
- Survey the site and list assets.
- Agree staffing, shifts and the scope of services.
- Set up checklists for housekeeping and maintenance.
- Hold a joint takeover with the client, and get it signed.
Get attendance signed off monthly
Attendance drives both payroll and the client's invoice. Have the client's representative sign off attendance and checklists at month-end. It prevents disputes over "missing" staff later.
Keep statutory compliance visible
In India, clients often ask contractors for proof that statutory dues for site staff have been paid, such as PF and ESI challans. Pay on time, and send the compliance pack with the invoice.
Check the current statutory requirements for each location with your adviser.
Report the work, not just the hours
A short monthly service report (planned maintenance done, issues resolved, consumables used) shows the client what they're getting and supports renewals.
Invoice on time, every month
Monthly invoices should go out in the first days of the following month, with the signed attendance and compliance documents attached. Late invoices from many sites add up to a serious cash problem.
How MSMEPulse helps
MSMEPulse includes facility management contract and site mobilisation templates, with monthly attendance sign-off, maintenance and the service report as tasks, and client-signed documents on the checklist. Attendance and payroll for your own staff run in MSMEPulse, and each site's monthly fee is invoiced with the right GST.
