Facilo — Product Documentation

Last updated: September 2026

What is Facilo?

Facilo is a multi-partner facility management SaaS built for maintenance companies, property managers, and their customers (landlords, tenants, businesses). It replaces the Excel spreadsheets and WhatsApp chains that field-service teams use to coordinate cleaning, repairs, and maintenance work.

Live at: https://facilo.xyz

Who Uses Facilo?

Role	Who	What they do
Partner / Manager	Maintenance company (e.g. Atyourservice)	Creates jobs, assigns workers, invoices customers, reviews completed work
Worker	Field technician	Receives job assignments, executes work, uploads evidence (photos, notes), completes jobs
Customer	Property owner or tenant	Views job status, accepts completed work, receives invoices
Platform Admin	Facilo operator (Saher)	Manages all partners, plans, billing

Core Workflow

Job Created → Assigned to Worker → Scheduled → Worker Executes →
Evidence Uploaded → Completion → Customer Review & Sign-off →
Invoice Generated → Payment Recorded

1. Job Creation

Manager creates jobs at /jobs/new
Fields: Customer, Property, Title, Job Type, Worker, Scheduled Date, Price, Checklist requirements
Optional: before/after photo requirements, recurring job (daily/weekly/monthly/yearly)
Jobs can be submitted by tenants via a public link (landlord approval flow)

2. Job Assignment & Scheduling

Manager assigns a worker at creation or edits the job
Worker gets notified (email)
If Google Calendar is connected: event auto-created on worker's calendar
Scheduled date visible in /calendar (FullCalendar view)

3. Worker Execution

Worker accesses job via /jobs/<id> or through a magic link token (works without login)
Can log: notes, photos (before/after), time (clock-in/clock-out), checklist items
Evidence required based on job settings before completion is allowed
Submits completion → job moves to pending_approval

4. Completion & Customer Sign-off

Manager reviews at /jobs/<id> — can approve or reject
Customer receives notification → can view evidence and accept work at their portal
Customer sign-off generates a completion record (Leistungsverzeichnis)
Job moves to completed

5. Invoicing

Manager creates invoice at /invoices/new — can link to a specific job
Batch invoicing at /invoices/batch — groups all completed jobs for a customer by month/type into one invoice
Merge: multiple jobs into a single invoice
Invoice line items, tax (19% VAT default), payment terms configurable
Send via email: /api/invoices/<id>/send
Payment recording: /api/invoices/<id>/payment (cash, bank transfer, card, crypto)
Print/PDF: /invoices/<id>/print

Key Features

Calendar (`/calendar`)

FullCalendar view showing all scheduled jobs
Color-coded by job status
Drag-to-reschedule (managers)
Google Calendar sync for workers (OAuth connection at /settings/calendar)

Customer Portal

Separate login for customers at /customer/login
View active jobs, job history, invoices
Accept completed work
Submit requests

Import / Export

Customers: /customers/import (CSV/Excel)
Properties: /properties/import (CSV/Excel)
Jobs: /jobs/import (CSV/Excel)
Download templates for each

Recurring Jobs

Set is_recurring=True with pattern: daily/weekly/monthly/yearly
Auto-generates next job on completion

Preventive Maintenance

Preventive plans with occurrence schedules
Automatically generates jobs from occurrences
Links to assets and locations

Assets & Locations

Asset registry per property (equipment tracking)
Location/space hierarchy within properties

Checklist Templates

Reusable checklist templates for job types
Attach to jobs, workers tick off items during execution

Multi-partner

Each partner has isolated data (tenant scoping)
Platform admin can manage all partners at /admin/*
Billing plans via Stripe

Status Reference

Status	Meaning
`pending`	Created, not yet assigned/started
`in_progress`	Worker has started work
`pending_approval`	Worker submitted, awaiting manager review
`completed`	Approved, work confirmed done
`cancelled`	Cancelled

Invoice Status	Meaning
`draft`	Not yet sent
`sent`	Emailed to customer
`paid`	Payment recorded
`overdue`	Past due date, unpaid
`cancelled`	Voided

Settings & Configuration

Setting	Location
Partner profile (name, address, bank, logo)	`/settings/profile`
Google Calendar OAuth	`/settings/calendar`
API keys	`/settings/api-keys`
Checklist templates	`/checklist-templates`
Billing plan	`/settings/billing`
Language	EN / DE (i18n throughout)

Technical Stack

Layer	Technology
Backend	Python / Flask
Database	PostgreSQL 16
ORM	SQLAlchemy + Alembic migrations
Background jobs	Celery + Redis
Frontend	Tailwind CSS, Jinja2 templates, HTMX
Calendar UI	FullCalendar
Payments	Stripe (subscription billing)
Email	SMTP
Auth	Flask-Login, Flask-WTF (CSRF)

Deployment

Server: Linux VPS
Process: Gunicorn → Nginx (SSL)
URL: https://facilo.xyz
Service: systemctl status facilo.service
Logs: journalctl -u facilo.service -f
Backup: /root/facilo/scripts/backup.sh (runs nightly)

Roadmap & Open Items

High Priority

✅ Merge jobs into one invoice
✅ Monthly batch invoice per customer/job type
✅ Customer sign-off / completion record
⬜ Google Calendar OAuth (credentials needed)
⬜ Receipts & job cost tracking
⬜ Tenitt 2026 customer data import

Planned

⬜ 3rd party syncing (Zendesk, Guesty)
⬜ Customer job-booking link (self-service scheduling)
⬜ AI chat integration
⬜ Gebäudereinigung processes
⬜ SLA tracking & alerting
⬜ Employee location tracking (arrival/duration)
⬜ Leistungsverzeichnis (formal work certificate)

Common Operations (Manager Cheat Sheet)

Create a job:        /jobs/new
View calendar:       /calendar
Approve completed:   /jobs/<id> → Approve button
Create invoice:      /invoices/new
Batch invoice:       /invoices/batch (select customer + month)
Record payment:      /invoices/<id> → Add Payment
Import customers:    /customers/import
Import jobs:         /jobs/import

Support & Administration

Admin login: saher@facilo.xyz Platform admin panel: /admin/*