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Home Facility management

Facility management in Mizo

Facility management

The whole workflow, mapped

Everything a home or a building needs, in one system: a job from the first call to the money in the bank, maintenance contracts that repeat themselves, complaints with deadlines, service charges, facilities, access and a portal your customers use from their phone. This page shows how each part links to the next — and the working manual shows your team how to run it.

Read the working manual Watch the walkthrough (6 min) Download the workflow presentation (PDF) The overview presentation (PDF)
Watch it first

Six minutes, from your first sign-in to the invoice

The whole thing end to end: opening your company, setting facility management up, bringing your customers and contracts across from Excel and Zoho, the day's work from the first call to the invoice, supervising your own people, the money, and what your customers see. No sound needed.

Prefer it on your phone or to send to your team? Download the video (MP4, 27 MB).

How it links

Five ways work arrives, one way it is finished

Whether the work comes from a resident's phone, your own request page, a phone call, a maintenance contract or a complaint, it becomes one job with one reference — and it is paid the way it was agreed before anybody started. Nothing is copied from one system to another.

How facility management links together in Mizo Five ways work arrives — the portal, your request page, a phone call, a maintenance plan and a complaint — all become one job list. A job is quoted, accepted, scheduled, done and then billed: to the customer as an invoice, to the owner's account, or covered by the plan. Buildings raise service charges that become invoices per unit; unpaid charges put facility bookings, shared doors and car access on hold until they are paid. Every invoice is paid in Payments and lands in Accounting. Work arrives Resident portalOwners, tenants, customers Your request pagemizo.co/services/your-name Phone, WhatsApp, walk-inEntered by your team Maintenance planNext visit, a few days ahead ComplaintDeadline from its priority One job, one list Service job JB-00022 · one reference, start to finish 1  Quoted, line by line 2  Accepted — portal or phone 3  Scheduled: date, time, who goes 4  Done, with photos and what was done 5  Billed the way it was agreed Complaints and plan visits keep their link to the job that answers them. How it is paid Invoice the customerDraft, checked by accounts From the owner's fundsShows on their statement Covered by the planBilled on the plan's own cycle Buildings you run as a whole Budget for the yearBy category, approved once Split per unitBy area, or equally Bill each instalmentOne invoice per owner If unpaid: a warning, then a hold Facility bookings, shared doors, car access — never their own home InvoicingDrafts, checked before they go PaymentsPaid, matched, receipted Accounting and VATThe books, with no re-typing
Stage by stage

A job, from the first call to the invoice

Eight stages. On the left, what your team does in Mizo; on the right, what the customer sees in their portal at that moment, without having to ring the office.

app.mizo.co · Facility Management
Service jobRepaint living room and two bedroomsSample company · sample data
Where it isScheduled
Next: the visit, then Done and invoiced
Ask
Agree
Do
Get paid
Day 0Stage 1 of 8 · Ask

The work arrives

A customer phones, messages, asks in their portal or fills in your own request page. A maintenance contract raises its own visit, and a complaint raises the job that fixes it. Whichever way it came in, it lands in one list with a reference like JB-00022.

Your team does

  • Raise it in Service jobs, or it arrives by itself
  • Customer, address, trade, priority — and who pays
  • Urgent work is flagged the moment it is logged

The customer sees

  • Asked for the work from their phone, with photos
  • Sees it listed as Requested
Your own request page: your name, your words, your address.
Your own request page: your name, your words, your address.
Same dayStage 2 of 8 · Ask

Price it, line by line

Price the work in lines — what, how many, unit price — and tax comes from your settings. Sending the quote e-mails the customer the total and a sign-in link to their portal.

Your team does

  • Lines, tax, and a valid-until date
  • Send the quote; the customer is invited to the portal
  • Revise and re-send as often as you need

The customer sees

  • Reads the quote on their phone
  • Sees exactly what each line costs
The quote on a job, with the place to record a yes given on the phone.
The quote on a job, with the place to record a yes given on the phone.
Their moveStage 3 of 8 · Agree

They answer, and it is on record

The customer accepts or declines in the portal. If they answer on the phone instead, you record their words against the job, so there is no argument later. A quote past its valid-until date cannot be accepted — send a revised one.

Your team does

  • Accepted in the portal, or recorded by you
  • A declined quote keeps the reason
  • Accepted jobs move straight to scheduling

The customer sees

  • One button: accept or decline
  • Gets the confirmation in writing
What the customer sees: the amount, and one button.
What the customer sees: the amount, and one button.
BookedStage 4 of 8 · Do

Book the visit and the person

Set the date and time, and say who is going: your own technician by name, or a contractor from your contacts. The job joins today's list on the Service jobs screen and on the calendar.

Your team does

  • Date, time, technician or contractor
  • Today's visits are one click from the dashboard
  • Moving a visit keeps the history

The customer sees

  • Sees when you are coming
  • Gets the message if you switch it on
Service jobs: new requests, quotes waiting, today's visits, work to invoice.
Service jobs: new requests, quotes waiting, today's visits, work to invoice.
The dayStage 5 of 8 · Do

Do the work, record what happened

Mark the job started when the technician arrives and done when the work is finished, with what was actually done and the before-and-after photos. That text is what the customer reads, and what you will read in a year.

Your team does

  • Started, then Done with a resolution
  • Photos and documents on the job
  • Parts and extra work go on the job, not in a notebook

The customer sees

  • Watches the status change
  • Sees the photos and what was done
A complaint raised by a resident keeps its own deadline until the fix is done.
A complaint raised by a resident keeps its own deadline until the fix is done.
Same weekStage 6 of 8 · Get paid

Bill it the way it was agreed

How the job is paid was decided when it was created: invoice the customer, take it from the owner's money you hold, cover it under their maintenance contract, or carry it yourself. Invoicing a finished job makes a draft invoice in Invoicing for your accounts to check and send.

Your team does

  • Invoice the customer from the job
  • Or take it from the owner's funds
  • Or leave it to the plan's own billing cycle

The customer sees

  • Gets the invoice in the portal
  • Pays it the same way as any Mizo invoice
Service charges and job invoices land in the same place: Invoicing.
Service charges and job invoices land in the same place: Invoicing.
On paymentStage 7 of 8 · Get paid

The money reaches your accounts

Payment is recorded in Payments and the books follow — no re-typing, no second system. Work paid from an owner's funds shows on that owner's statement instead.

Your team does

  • Paid in Payments like any invoice
  • Owner's money kept as a running account
  • The month can be sent to your accountant in one entry

The customer sees

  • Receipt and history in the portal
  • Owners get their monthly statement
Recurring money — memberships, plans, service charges — invoices itself on its cycle.
Recurring money — memberships, plans, service charges — invoices itself on its cycle.
AfterwardsStage 8 of 8 · Get paid

It stays with the property

The finished job, its photos, the resolution and the invoice stay against the property, the building and the customer. Next time somebody asks what was done to that wall, the answer takes five seconds.

Your team does

  • History per property, building and customer
  • Documents and photos kept together
  • Performance by property, month by month

The customer sees

  • Their whole history in one place
  • Nothing to ask the office for
The resident and customer portal: quotes, requests, bookings, invoices.
The resident and customer portal: quotes, requests, bookings, invoices.
Four tracks

Four kinds of work, one place to run them

Put the work in the right track at the start and nothing has to be moved later.

Service jobsAny paid work, for anybody

A repaint, an AC repair, a bathroom upgrade — for a home you manage or any address at all.

Starts: a call, the portal, your request page, a plan visit or a complaint.Ends: a draft invoice, or a line on the owner's account.Service plansContracts that repeat themselves

Annual maintenance contracts and recurring services: quarterly AC servicing, weekly garden care.

Starts: one plan, with how often you visit and how often you bill.Ends: each visit becomes a scheduled job; each period becomes an invoice.ComplaintsUnhappy people, with a clock

Logged by your team or raised by a resident in the portal, with a deadline from its priority.

Starts: the complaint, and its deadline.Ends: the job or work order that fixes it, linked to the complaint.BuildingsWhole towers and communities

Service charges split by unit size, facilities and memberships, access, parking and visitors.

Starts: the year's budget, approved once.Ends: an invoice per unit — and, if unpaid, a fair and predictable hold.
Contracts that repeat themselves

Maintenance contracts nobody has to remember

Set a plan up once — what is covered, how often you visit, what it costs and how often you bill it. Each visit appears as a scheduled job a few days ahead, and each period raises its invoice on its own cycle.

A service plan in Mizo with its next visit, next invoice, what is covered, visits and invoices
A plan carries two clocks: the next visit, and the next invoice.

What this replaces

  • The spreadsheet of which villa is due for AC servicing this quarter
  • The reminder nobody set for the renewal
  • Invoicing the contract by hand, late, every quarter

What your customer gets

  • Their plan and its visits in the portal
  • The contract, drafted from the plan and signed by e-mail
  • One invoice on a predictable cycle
Your customers' side

One portal: owners, tenants and service customers

No app to install. They sign in with a link you send, from any phone.

The resident and customer portal: quotes waiting, my home, ask for a service
Answer a quote, ask for work, watch it happen.
Booking a facility slot from the resident portal on a phone
Book the pool, the gym or the hall by the slot.
The guard desk in Mizo with a visitor pass code check and a remote door open
Visitor passes residents create, and a guard desk that can check them.
Whole buildings

Service charges, facilities and access

For a tower or a community, the year starts with a budget and ends with every unit billed, the pool booked fairly, and the right people and cars coming through the gate.

Service charges in Mizo: unpaid and overdue bills, and the bill per unit with its invoice
One line per unit per instalment, each tied to its invoice.
The facilities screen with live availability per slot
Live availability; residents book themselves.
People, cars and parking bays per building in Mizo
People, cars and bays — with faces and fingerprints kept on the terminal, never in Mizo.
Starting from here

Your first week, in five days

The order we take every new facility-management company through. The working manual has each step in detail.

  1. Day 1 · Set up

    Switch on your request page, set your complaint deadlines, add your buildings and your first properties with their owners.

  2. Day 2 · Contracts

    Enter your live maintenance contracts as service plans with their real next visit dates, and start them.

  3. Day 3 · Move the notebook

    Enter every open job at the stage it is really at. From that moment, nothing new goes in the notebook.

  4. Day 4 · Invite people

    Give three friendly owners and a tenant the portal and watch what they do before everyone gets the link.

  5. Day 5 · Buildings

    Facilities, doors, barriers, people and cars — then check the entry log before you rely on it.

  6. End of month · The full cycle

    Charge your management fee, send the statements, pay the owners, read Performance. After that it repeats.

Run it yourself, or with us

Use the platform, or let Mizo Projects run it for you

Your own team can run every stage in Mizo. Or our project management team runs the project for you, and you follow every stage in your portal like any other client.

Real estate development →

The thirteen stages of a development, from buying the land to facility management.

Procurement →

The eighteen stages of every package, from the first requirement to closure.

Mizo Projects →

Our project management centre: programme, site, reporting and handover.

See it running on your own numbers

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