AI Augmented Back Office
Your back office, running itself.
Service desk, accounts and compliance chasing all take a predictable toll. Headcount has to scale with contract volume, and high-pressure inboxes are where mistakes slip through. We run ours differently.
Delivered in partnership with TYTEN AI (tyten.ai). Built specifically for facilities management.
What’s covered
The repetitive back-office work, automated from end to end, without changing the systems your team or contractors already use.
Working in partnership with TYTEN AI, we’ve built an AI workforce specifically for facilities management that handles the repetitive admin from end to end, so our team can spend its time on clients and delivery. It runs around the clock across every live contract, which means faster response times, cleaner compliance records and invoicing that doesn’t wait for month-end.
Service desk
AI voice and work order handling
Calls and emails are answered and turned into structured work orders automatically, with genuine emergencies escalated straight to the team.
Compliance
Document and certificate chasing
Job sheets, PTW, RAMS, insurance and compliance certificates are chased by call and email until they’re returned and checked, so gaps get caught before an audit finds them.
Accounts
Invoicing and accounts payable
Supplier invoices are validated against completed job sheets before payment, and client invoices go out the same day work is proven complete.
Oversight
Full reasoning log
Every automated decision is logged with what was processed and why, so nothing runs as a black box your team can’t check.
How it works
01
Request logged
Every call or email becomes a structured work order automatically, with location, issue and urgency captured from the first contact.
02
Job assigned and scheduled
A compliant contractor or engineer is matched and booked, and the site visit is confirmed without anyone chasing it by hand.
03
Paperwork chased
Job sheets and compliance documents are followed up automatically until they’re returned, rather than sitting on someone’s to-do list.
04
Report checked and filed
Completed work is validated against the job, logged, and any remedial issue is flagged before it becomes the client’s problem.
05
Invoice raised
Invoicing happens the moment a job is proven complete, and is chased automatically until it’s paid.
Runs on top of our existing CAFM and mailboxes, with no new interfaces for our team, our contractors or our clients.
Request a walkthrough
Give us a call on our 24-hour Help Desk
See what’s running behind your inbox.
We can walk you through how our back office runs day to day, and what it would take to bring the same setup to your contracts: faster response times, cleaner compliance records and same-day invoicing.
Get in Touch
Have a chat with the team about how our AI augmented back office runs day to day, and what it would take to bring the same setup to your contracts. Give us a call or drop us an email and we’ll come back with more detail.
24 Hour Help Desk
0333 366 0966
Alternatively, complete our quick quote form below and a member of the team will give you a call to discuss your needs.
Penguin Facilities Management, AI Augmented Back Office
