Recurring Service Visit Scheduler: Prove Every Vendor Visit Actually Happened

The problem this kills

You're responsible for keeping the buildings running, which means a small army of vendors — cleaning, HVAC maintenance, pest control, landscaping, fire-system testing, elevator inspection — each supposed to show up on some cadence at some list of sites. The contract says "monthly." But did they actually come last month? To every site? Did they do the full scope, or just the easy half? When the auditor, the fire marshal, or your own boss asks for proof, you're digging through email threads, paper sign-in sheets, and a vendor's word that "yeah, we were there."

Meanwhile a missed quarterly pest treatment or a skipped fire-system test isn't just an annoyance — it's a compliance gap and a liability. You're paying these contracts in full whether or not the work happens, with no systematic way to catch a no-show or hold a vendor to their SLA.

The fix isn't a six-figure CAFM platform. It's a focused tool that turns each contract into a calendar of scheduled visits, nudges the vendor before each one, captures verifiable proof when it's done, and won't mark anything "Complete" until a human on your team signs off. You do not need to be a developer to build it.

What you'll build

A simple internal web tool. You import your site list and define, per vendor and per site, the service and its frequency ("HVAC filter change, every site, monthly"; "fire-system test, Site A + B, quarterly") along with the contract scope each visit must cover. The tool auto-generates the schedule of upcoming visits and, before each due date, emails the vendor a reminder. When the work is done, the vendor or your on-site staff logs the completion — ticking off the scope checklist, adding a sign-off name, and attaching photos as proof. That completion lands in a pending queue. A facilities coordinator reviews it and approves — only then does the visit count as Complete and feed the vendor's payment/performance record. Visits that slip past their due date raise missed/late alerts flagged against the contract. At any point you export the verified service log as a CSV in the exact columns your finance or compliance team expects.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — your real site and vendor names, how each contract is worded (frequency, scope, SLA windows), how you currently track visits, what counts as "done" for each service, who's allowed to sign off, your typical and peak visit volumes, and your messy edge cases (a vendor that covers some sites but not others, a quarterly test that has a grace window, a visit done early, a partial completion) — and then it tailors the data model, the schedule generator, the approval rules, and every later step to your answers. This is not a generic template; the agent reads a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the import, the recurring-visit definitions, the auto-scheduler, the vendor reminders, the completion-logging flow with photo proof, the coordinator approval gate, the missed-visit alerts, and the CSV export — each step with a ready-to-copy prompt. There's also a fallback so you can build the whole thing today even with no integration to your existing systems.

The governance it includes (this is the point)

This is a compliance record, so it ships with the controls a facilities team needs: login so only your team can use it, row-level security so you only ever see your own organization's sites and contracts, a complete audit trail of every visit, reminder, completion, and approval (who, what, and when), and a hard human-approval gate so no visit is marked Complete — and no vendor gets a green mark on their scorecard — until a coordinator reviews the proof and signs off. Logged completions land in a pending queue first, never straight into the truth. Duplicate guards keyed on (vendor + location + scheduled date) stop the same visit being logged or counted twice, even if a vendor and your staff both submit it.

Who it's for

Facilities coordinators, building managers, and multi-site facilities teams who juggle a stack of recurring vendor contracts and need to prove the service happened — for audits, for compliance, and to stop paying for visits that never occurred. If you can list your vendors and how often each is supposed to show up, you can build this.

You've got this — start with the plan, paste the first prompt, answer the interview, and you'll have your first vendor's schedule generating live visits the same afternoon.