Contract businesses are won on tenders and kept on service. The CRM should cover both.
Early accessCubeCRM for facilities & property services
CRM for cleaning, maintenance, security, grounds and facilities management companies - tenders, contracts, renewals and multi-site clients.
- Facilities
- UK hosted, set up in person
- 01234 672 617
Facilities and property services businesses win contracts through tenders and relationships, then keep them by delivering well and renewing on time.
Contracts have start dates, terms, sites and break clauses; clients have many sites and several decision-makers; and complaints about service can quietly undermine an account long before renewal. CubeCRM tracks tenders and proposals, holds each client with its sites, contacts and contracts, reminds you of renewals and break dates well ahead, and logs service issues against the account - so account managers know where they stand before the renewal conversation starts.
- Months
Of notice on renewals and breaks
- By site
Clients, contacts and complaints
- Every
Tender with an outcome recorded
What goes wrong
The problems that keep coming up
Not every business has all five. Almost every business we speak to has three.
Renewals and break clauses missed
Contract dates sit in filing cabinets, and a client serving notice is the first sign that a renewal was due.
Multi-site clients split up
Each site is treated as a separate customer, so the client’s overall experience and value are invisible.
Tender deadlines and bid history
Tenders are tracked in a spreadsheet, with outcomes and pricing rarely recorded for next time.
Service complaints unseen by sales
Operations handle complaints on site, and account managers only hear about them from the client.
Prospects with contracts elsewhere
Prospects say "our contract ends next year", and nobody follows up at the right time.
What we do about it
How CubeCRM is set up for facilities
Configuration, not a separate edition. Everything here is in the same product - it is switched on and shaped during setup.
Contracts with every date
Start, end, break and review dates on each contract, with reminders months ahead and renewals flowing into a pipeline.
Clients with all their sites
Multi-site clients as one account with sites underneath, contacts at each site and reporting at either level.
Tender register
Tenders with deadlines, values, outcomes and winning prices where known, so every bid informs the next.
Service issues on the account
Complaints and service issues logged against the client and site, visible to the account manager.
Prospect contract dates
Record when a prospect’s current contract ends and get a reminder when it is time to approach them.
Site visits from a phone
Log client meetings and site inspections with notes and photographs from site.
In practice
Two situations from this sector
Typical situations, anonymised. These are the kinds of problem businesses describe before they change anything.
- Case 1
A break clause nobody watched
Before
A commercial cleaning company lost a large client at a break point it had forgotten about. The client had been unhappy with one site for months.
With CubeCRM
Break and renewal dates now generate reviews six months ahead, and site-level complaints are visible to the account manager. The next at-risk contract was identified and retained.
- Case 2
Timing the approach
Before
A security services firm regularly heard from prospects that their current contract had a year left to run. Those conversations were rarely followed up at the right time.
With CubeCRM
Prospect contract end dates are recorded with reminders four months ahead. The sales team now approaches prospects as they begin reviewing suppliers.
How it happens
What getting started involves
The same five stages whatever your sector. Discovery and training can be done at your office, because sitting with the team tells us more than any questionnaire.
- 1
Discovery
A short, structured session on how enquiries arrive, how you quote, and where customer information lives now - the inboxes, the spreadsheet, the old CRM and the notebook in the car. We come back with what works as standard and what needs configuring.
- 2
Setup
Pipeline stages, fields, quote templates, email connection, teams and permissions set up to match how you sell - not a demo account with your logo dropped on it.
- 3
Data import
Contacts, companies, open opportunities and quote history brought across from spreadsheets, inboxes or your previous CRM, with duplicates merged. You check it against what you had before anybody switches over.
- 4
Training & rollout
Short, role-based training so the sales team learns the pipeline and the office learns enquiries and cases - in person where it helps. Guides and screen recordings left behind for new starters.
- 5
Ongoing support
UK support from the people who built the platform, with a named contact, agreed response times, and a product roadmap you can influence.
Questions
What this sector asks first
No. CubeCRM covers tenders, contracts, clients and service issues. Scheduling and job management usually live in a workforce or field service system, which can be connected through the API. CubeERP also includes field service if you need it later.
Yes. Service cases can be logged against the client and the site, and reported by category, site and period.
Yes. Contracts carry annual and total values, so the value at risk in upcoming renewals is visible.
Yes. Tender records work the same way for public and private sector bids, and UK hosting is often helpful in public sector questionnaires.
Where to start
The parts that usually matter most here
Account Management Software
Plan, grow and protect your most valuable customers - with account plans, contact coverage, renewals and every conversation on the same record.
Customer Service Software
Customer queries, complaints and after-sales issues logged as cases on the customer record - with owners, response targets and the sales team kept in the loop.
B2B CRM Software
A CRM built around companies, sites and buying groups rather than individual consumers - for long sales cycles, repeat business and accounts with many people in them.
Lead Management Software
Capture, qualify, assign and nurture leads in one place, so sales spends its time on the prospects most likely to buy.
Related
Sectors with similar problems
- Construction & ContractorsCRM for contractors, sub-contractors and specialist trades - tender enquiries, estimates, main contractor relationships and repeat clients.
- Installers & Home ImprovementCRM for window, door, kitchen, solar, heating and other installers - lead handling, survey bookings, quotes and follow-ups for high-volume enquiries.
- Wholesale & DistributionCRM for wholesalers, distributors and trade suppliers - account management, call cycles, reorder patterns and trade pricing across a large customer base.
If your process really is unusual
Some requirements are specific to one business rather than one sector. Those get built against the same documented API everybody else uses - not bolted on to the side of a database nobody is allowed to look at.
Facilities
Show us how you win work today
Bring one enquiry that went well, one that went nowhere, and whatever you use to track them now. That tells us more about whether this fits than any list of features.
