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In facility management and building cleaning, fault reports, complaints, quote requests and invoices from subcontractors arrive in many ways and for many sites at once. On top come recurring inspections and maintenance jobs that nobody may forget. The Business Optimizer captures every email as a case with its site, keeps track of the status and informs the client by email, while your team makes the decisions.
Whether caretaking, technical facility management or building cleaning, the emails come from clients, site managers, subcontractors and employees. Which site does each belong to, what is urgent, and who takes care of it?
The core is always the same: the status lives in the heads of individual colleagues. More on the pages Requests left waiting and Fewer calls, more clarity.
Each workflow is a case type that you define. The Business Optimizer reads the email and attachments, enters what is written there and leaves blank what is missing. Your team decides.
Incoming: Email or web form from the client with a description, often with photos attached.
Captured and prepared: Site, location within the site, type of fault and urgency, as far as they appear in the email and attachment. The client receives an acknowledgement, then a message at every status change until "done".
The person decides: Who goes out and how urgent it really is.
Incoming: Email asking for a quote or placing an order for an additional service.
Captured and prepared: Client, site and requested service. If a detail is missing, the Business Optimizer asks. The reply sits as a draft in your tone in the Outlook drafts folder.
The person decides: Whether and on what terms you quote. A person sends.
Incoming: Email from the client objecting to a service at a site.
Captured and prepared: Site, objection and the conversation so far. The case goes to the responsible person, the client receives an acknowledgement and later the status messages.
The person decides: How you respond to the objection.
Incoming: Invoice by email, usually as a PDF.
Captured and prepared: Invoice number, amount, IBAN and due date from the email and attachment. The invoice is assigned to the site and filed in a structured way, with an overview and CSV export.
The person decides: Whether the service was delivered and the invoice is paid.
Incoming: Your program reports through an interface when an inspection or maintenance job falls due for a site.
Captured and prepared: At the reminder time a reminder case with an email draft is created. The deadline runs along in the case, and a delay triggers a notification.
The person decides: Whether and when the appointment is booked. A person approves the draft.
Incoming: Email or form with the sick note, possibly with an attachment.
Captured and prepared: Who reports sick, from when, until when and how many working days that is, as far as it appears in the email and attachment. The case goes to the responsible person.
The person decides: How cover at the site is arranged.
If deadlines are the main concern, read Deadlines and escalation. More on processing documents is on the page Incoming invoices. Your program can report events to the Business Optimizer through an interface, and we connect further systems as needed.
This is how a fault report by email runs. All data are invented example data.
Subject: Lift at office building Beispielallee 5 is stuck
"Hello, since this morning the lift in the north stairwell keeps stopping between floors. Please take care of this quickly. A photo of the display is attached. Max Beispiel, property administration"
The Business Optimizer recognises the case type fault report, reads text and photo and enters site, location and type of fault. The urgency follows from what is written there.
Case V-2026-0412 · Fault report · Beispielallee 5, north stairwell
Every change triggers an email to the client with the case number in the subject: "[V-2026-0412] Your fault report: Specialist firm commissioned".
The client does not have to ask. Whoever opens the case in the team sees the history, the responsible person and the emails sent.
Clients receive an acknowledgement straight away with the captured details. If a detail is missing, such as the exact location within the site, the Business Optimizer asks. At every status change, for example "Specialist firm commissioned" or "Done", a message goes out by email.
Nothing gets lost, because every case has a number, a history and a responsible person. And whoever covers for a colleague sees in the live monitor right away where the case stands.
Who goes out, what you quote, how you answer a complaint, whether an invoice is paid and how staffing continues, you decide. Replies are created as drafts, a person sends. Sending happens directly only where you deliberately switch on auto-send. Before that, observe mode runs.
The responsibility stays with you. The Business Optimizer sorts, captures and prepares. How much time this saves in your case, you can calculate in the time savings calculator with your own assumptions. An overview is on the Business Optimizer page.
Extra services for a site are often requested by email only. The Business Optimizer captures every quote request as a case with a status, prepares the reply as a draft and follows up when the client does not answer. The decision stays with you.
In an intro call we show how it becomes a case with a site and a status, or you can calculate for yourself beforehand.
Tell us the workflow that ties up your team the most. Using your own cases, we show how site, status and message come together. Setup and billing by effort.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
The client reports by email or form. The Business Optimizer captures site, location, type of fault and urgency as far as they appear in the text and attachments. The client gets an acknowledgement and a message at every status change until "done".
Your program reports through an interface when an inspection or maintenance job falls due. At the reminder time a reminder case with an email draft is created, which a person approves. You set the deadlines, the Business Optimizer does not prescribe inspection intervals.
The Business Optimizer reads invoice number, amount, IBAN and due date from the email and attachment and files the invoice in a structured way. Anything not in the document stays blank. A person checks the assignment and the invoice.
You start with the workflows that tie up your team the most. Before going live, observe mode lets you check what the software would do. Setup and billing are by effort.
Operation is in Germany, on request with European AI models only. Emails and forms are treated as data, not as commands. Clients are kept separate, and a watchdog reports faults.
Through an interface your program reports events to the Business Optimizer. We connect further systems as needed. The result can also be passed on as a CRM entry or by webhook.