Facility Management

Company: CityBuild Commercial Services What they do: Commercial building maintenance across multiple properties. They manage HVAC systems, plumbing, electrical, and structural issues for a portfolio of 40+ commercial buildings. Team size: 25 employees. 8 field technicians, 10 in the office.

How CityBuild Uses Rivvex

CityBuild’s business is different from a single-site trade. They work across many locations, with many types of work, and with many stakeholders (building managers, property owners, tenants).

Rivvex helps them stay organized.

Emergency Roof Repairs

A building manager at a downtown office building calls CityBuild at 4:30 AM. “The roof is leaking. Water is coming through the ceiling in the 3rd floor.

1. The call comes in.

   • The office creates a new customer in Rivvex (if this is a new building not yet in the system, or finds the existing customer record for that client.
   • A job is created: “Emergency: Roof Leak, 3rd Floor Ceiling.
   • The job is marked “Urgent.”

2. The on-site review.

   • A senior technician is dispatched. He arrives at the building. He goes to the roof.
   • He finds: A flashing seam has separated, and water is entering around a HVAC condenser.
   • He documents the issue in the app: “Roof flashings are deteriorating on the north side. Immediate action: apply temporary sealant. Long-term: recommend full re-shingling of the north facade.
   • He takes 4 photos of the leak, the roof flashings, the damage to the ceiling.

3. The quote is created on the spot.

   • The technician calls the office. They discuss the temporary fix and the long-term recommendation.
   • The office creates a quick quote: “Temporary roof sealant: $750. Full re-shingle (phased over 2 weeks): $12,000.
   • The building manager accepts the temporary fix and requests a detailed proposal for the re-shingling.

4. The emergency work is done the same day.

   • The office schedules a crew for later that afternoon to apply the temporary sealant to the roof.
   • The crew arrives, the seal is applied, the leak stops.
   • The job is marked “Day Completed. The customer signs off.

5. The long-term project.

   • The office sends a formal, detailed proposal for the full re-shingling to the building manager.
   • The building manager reviews it with the property owner.
   • After two weeks, the building manager replies: “The owner approved. When can you start?”
   • The office creates a new job in Rivvex for the re-shingling.
   • The 2-day timeline is set, the crew is assigned, and the project begins.

6. The re-shingling takes 4 days.

   • Day 1: Remove old siding.
   • Day 2: Inspect the roof deck. Replace 20 square feet of rotten deck.
   • Day 3: Install new flashings, apply the new sealant.
   • Day 4: Final cleanup, inspection, and quality check.
   • Each day is documented with photos and notes in the app.

7. **The customer signs off. The invoice is sent. The building manager accepts the work. The invoice of $12,700 is sent. The building is signed off.

Scheduled HVAC Inspections

CityBuild also handles many buildings’ HVAC systems. They do routine inspections and preventative maintenance.

**How it works in Rivvex:

1. **The customer setup.

   • Each building has a customer record: “ABC Office Tower, “XYZ Retail Center, “Government Complex B.”
   • The HVAC maintenance contract is a recurring job type.
   • A job is created in Rivvex for the quarterly inspection: “HVAC Quarterly Inspection, ABC Office Tower.

2. **The schedule.

   • The inspections are on the schedule: “Spring, Summer, Fall, and Winter.
   • A technician is assigned to each visit.
   • The template for the inspection is:
     • Check all 3 units in the tower.
     • Check the filters, the coils, the sensors, the power supply, and the safety systems.
     • Check for any signs of wear or potential failure.
     • Document the results and any recommendations.

3. **The day of the inspection.

   • The technician arrives at the building.
   • They go to the roof (where the HVAC units are).
   • They perform the 12-point inspection.
   • They fill out the on-site report in the app: “Unit A: All good. Unit B: Filter dirty, needs replacement. Unit C: Good.
   • They take photos of the filters, the coils, the controls.
   • They note: “The filter for Unit B should be changed within 2 weeks. The rest is fine.

4. **The report and the invoice.

   • The office reviews the inspection report. They send a summary to the building manager.
   • The invoice for the inspection and service is sent and paid.

5. **The filter needs replacing, so a new job is created for the filter replacement.

   • This is a separate job, scheduled for two weeks later.
   • The repair is done, documented, and the invoice is sent.

This cycle repeats every season, for every building that has an HVAC contract.

How they handle recurring work vs. one-time projects:

The HVAC inspections are the recurring side of the business. They happen on a set schedule, they follow a template, and they generate steady, predictable revenue.

The emergency repairs (like the roof leak) are the one-time side. They’re unexpected, they require quick response, and they don’t follow a schedule.

In Rivvex, both types of work live in the same system. The recurring work is easier to manage because of the template and the schedule. The one-time work is handled with urgency but with the same thoroughness.

Multi-Phase Renovation Projects

Sometimes a client wants a big renovation. For example, a 50,000-square-foot commercial property that needs a full interior upgrade.

In Rivvex, this is handled as a series of linked jobs.

1. The initial scope is documented.

   • A new customer or an existing one is used.
   • A project-level note is added. This is the “umbrella” job that describes the entire renovation.

2. The project is broken into phases.

   • Phase 1: Demo and gut-out (remove old flooring, drywall, fixtures.
   • Phase 2: Electrical upgrade (new wiring, new panel, new outlets.
   • Phase 3: Plumbing (new fixtures, new supply lines.
   • Phase 4: New drywall and painting.
   • Phase 5: New flooring and ceiling.
   • Phase 6: New fixtures, doors, and paint.
   • Phase 7: Final cleanup and inspection.

3. Each phase is its own job in the system.

   • Each phase has its own: Its own quote, its own schedule, its own crew.
   • The phases are linked so that the full picture is visible.

4. **Phase 1 begins.

   • The crew does the demo. The job is marked “Day 1, Day 2, Day 3.
   • Each day is documented.
   • By the end of phase 1, the building is gutted.

5. **Phase 2 begins.

• The electrical job is scheduled. A different crew (specialists in electrical work) is assigned.
• The job is marked “Day 1, Day 2.
• The electrical work is done.

6. **The process repeats through Phase 7.

• Each phase is a separate job. The office tracks all phases. The customer can see the progress of the overall project.

7. **The final sign-off.

• After Phase 7, the building manager and the building’s owner do a final walk-through.
• All the work is documented in the system.
• The invoice for the entire 7-phase project is a single invoice that combines all the work, or it can be invoiced phase by phase.

This is how CityBuild handles large, multi-week projects. They keep each phase organized, and the final record in the system is a complete story of the renovation.

Summary: How CityBuild Sets Things Up

CityBuild uses Rivvex to manage a complex, multi-location commercial maintenance business. The system keeps every building, every job, and every phase in order.

The key lesson for any service business: The more types of work you do, the more you benefit from a system that can handle all of them. Rivvex does exactly that.