A Year of PPM, Loaded From a Spreadsheet in Minutes
When a client sends their PPM schedule as a spreadsheet, Build Concierge reads it and creates every job, visit and line in your job management system, mapped to the right contacts and contracts.
No more days lost keying a year of visits into the system by hand. No more sites missed because a row got skipped. No more new contract starting on the back foot before the first visit even happens.
The problem
Winning a PPM (planned preventative maintenance) contract is the good news. Then the spreadsheet lands. Hundreds of sites, each with its own address, assets, visit frequencies and dates, all needing to become real jobs in your system before the first engineer can be sent anywhere.
So someone sits down and starts typing. Site by site, visit by visit, line by line. It takes days. It is mind-numbing work, and it is exactly the kind of task where a row gets skipped, an address goes in wrong, or a quarterly visit quietly becomes an annual one. The contract has already started, but the diary is empty, and the team is on the back foot before the first visit even happens.
And it is not a one-off. Every renewal, every new contract, every updated schedule means doing the whole thing again.
What the automation does
When the client's PPM schedule arrives as a spreadsheet, Build Concierge reads it and builds the whole thing for you.
- Reads the schedule. Hundreds of rows of sites, dates, assets and visit frequencies.
- Maps it to your world. Matching each line to the right contact and contract in your job management system.
- Creates every job and visit. The full schedule, from the first visit to the last, laid straight into the diary.
- Adds the detail. Assets, addresses and financial lines attached to each job, not just a bare booking.
- Handles the awkward bits. Multiple visits per site, multiple assets per visit, and sites that need grouping or splitting.
Nothing gets skipped
Every row in the spreadsheet becomes a job, and nothing is silently dropped. If a row cannot be matched or is missing detail, it is flagged for a person rather than guessed at, so you start the contract with a complete, accurate diary.
What you get
- A full year of PPM loaded in minutes, not days
- Every visit in the diary from day one of the contract
- No data-entry marathon every time a contract starts or renews
- No sites missed because a row got skipped
- New contracts starting on the front foot, ready to deliver
The schedule that used to swallow days of admin is live in the time it takes to read the email. Your team starts the contract ready to deliver, not buried in keying, and nothing falls through the gaps.
Ways to run it
Every client sends their schedule differently, so the automation flexes to match:
Spreadsheet or CSV
A schedule sent as Excel or CSV is read row by row and turned into jobs, however the client has laid it out.
PPM PDFs and work orders
The same works for schedules and work orders sent as PDFs, with the detail extracted automatically.
Multiple visits per site
A site needing quarterly or monthly visits gets each one created and dated, not just a single booking.
Multiple assets per visit
Where a visit covers several assets, each one is captured against the job, so nothing is lost.
Grouped or split jobs
Sites can be grouped under a contract or split into separate jobs, matched to how you actually schedule and bill.
What you need
Just three things:
- Build Concierge connected to your job management system
- A sample of the schedule your client sends
- How you want it mapped (contacts, contracts and job types)
We support you in connecting to your job management system. Once we have seen a sample schedule, we set up the mapping so each row lands as the right job, against the right contact and contract, every time, no matter how the client formats it.
Getting set up
Step 1: Talk to us
Show us a schedule a client actually sends, and how you turn it into jobs today.
Step 2: We build it with you
We set up the reading and the mapping, and agree how visits, assets and lines are created.
Step 3: Test it live
We run a real schedule through it, check every job lands correctly, then switch it on.
Most businesses are up and running within days.
Common Questions
Whatever your client already sends. Excel, CSV or PDF, laid out however they like. We set the automation up around their format, so they do not have to change a thing.
That is normal, and it is fine. We map each client's layout once, so the next schedule from them just works. A new client with a new format? We add the mapping for them too.
Yes. As well as the jobs and visits, it can attach the assets, addresses and financial lines, so each job is complete rather than just a diary placeholder.
It is flagged for a person rather than guessed. Nothing is created against the wrong site or silently dropped, so you can trust what lands in the diary.
Minutes, rather than the days it takes by hand. The bigger the schedule, the bigger the saving.
Ready to load a year of PPM in one go?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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Unfinished jobs, flagged before tomorrow
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Website orders in. Invoice-ready jobs out.
When a website order arrives, Build Concierge reads the confirmation email, creates the job in your job management system, adds the financial lines and passes it to accounts, without anyone retyping the order.
Sensitive site issues, sent straight to the right people
Choose the sites and words that need special attention. When a completed job report or incoming email matches them, Build Concierge alerts the right managers with the details and a link to the job.
When your team can't answer, your Receptionist can
Calls answered, even when your whole team is already on the phone. When every line is busy, or a call rings without an answer, your Concierge Receptionist picks it up, follows the call handling process you choose and sends your team a clear summary. Urgent calls are flagged, so the most important call backs happen first.
Unfinished jobs, flagged before tomorrow
At the end of each working day, Build Concierge sends your team one clear list of scheduled jobs not yet marked complete, so open work is easier to catch before tomorrow.
Missing job card answers, sent back to the engineer
When a job is completed, Build Concierge sends the engineer who attended a follow-up task to fill in any blank job card questions, so your office spends less time chasing.
Engineer notes, turned into a clear job summary
What was done, what was fitted and what is still outstanding, clear in seconds. When a job is completed, Build Concierge reads the engineer's notes and worksheet answers, adds a short, plain-English summary to the job and compares the materials fitted with the job's financial lines, so missing charges are spotted before the invoice goes out.
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