How does the calculator determine reactive versus planned cost balance?

The model uses standard UK industry ratios reflecting how unmaintained assets generate higher emergency callout frequency, out-of-hours labour premiums, and shortened asset lifespans.

Can I customise the management overhead assumptions?

Yes. You can adjust internal invoice processing costs, supplier coordination hours, and reactive failure rates to match your organisation’s actual operational experience.

FM ROI & TCO Calculator | Maintenance Cost Comparison

01 / Portfolio Parameters

Estate Operating Cost Profile

Adjust parameters to reflect your estate's current annual maintenance expenditure, contractor spread, and internal management overhead.

Number of Buildings / Sites in Portfolio3 Sites

Indicative portfolio scale — multi-site estates typically achieve tiered procurement efficiencies and reduced contractor administration overhead across unified PPM contracts.

Annual Reactive Repairs & Callout Spend£45,000 / yr

Typical range: £15,000–£120,000/yr across commercial portfolios. Proactive planned maintenance regimes identify component wear early, reducing avoidable emergency callouts and premium out-of-hours tariffs.

Annual Planned Maintenance (PPM) Contracts£30,000 / yr

Typical range: £20,000–£90,000/yr. Consolidated multi-site agreements typically unlock tiered economies of scale (indicatively 5% to 12% across multi-property portfolios).

Number of Independent FM Contractors5 Contractors

Typical range: 4–8 separate specialist trades. Consolidating under an integrated model can reduce fragmented contract administration toward the higher end of typical multi-site consolidation patterns (indicatively 70–85% reduction in administrative handling).

Internal Management & Invoicing Overhead20 hrs / mo (~£8,400/yr)

Typical range: 15–40 hours/month spent chasing trade suppliers, auditing job sheets, and verifying disparate invoices.

Internal Admin Hourly Rate£35 / hr

Typical range: £25–£45/hour fully burdened internal facilities management / administration labour rate.

Unplanned Asset Outages / Disruptions4 Events (~£10,000/yr)

Typical range: 2–6 unplanned plant interruptions annually (chillers, boilers, distribution boards). Structured compliance checks and preventative servicing significantly mitigate plant failure risks and tenant disruption.

Why Consolidation Works

Commercial FM Baseline

General commercial FM restructuring principles (IWFM / SFG20 aligned)100% Qualitative Guidance

02 / Financial Model Output33% Indicative Gain

Projected Annual TCO ReductionIndicative Target

£30,390

5-Year Cumulative Value:£151,950

Cost Allocation Comparison

Current vs. Projected

Reactive Spend

£45,000£29,250

Planned PPM

£30,000£28,500

Contract Admin

£8,400£1,260

Outage Risk

£10,000£4,000

Baseline

Consolidated

5-Year Value Trajectory

Progressive Accumulation

Yr 1

£30k

Yr 2

£61k

Yr 3

£91k

Yr 4

£122k

Yr 5

£152k

Total Estate TCO

£93,400£63,010

Methodology Note: Figures reflect indicative operational projections based on typical commercial FM consolidation patterns (such as reducing fragmented administrative handling and achieving multi-site PPM economies of scale). These figures do not constitute a fixed commercial proposal.

Export Document & Data

Next Steps / Operational Delivery

Explore a consolidated FM contract tender?

EntireFM delivers consolidated Hard FM, compliance tracking, and Helpdesk operations with guaranteed SLA performance across commercial estates.

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