For the Facilities Director or Manager, or the AP Lead, at a multi-site company — roughly 200 to 5,000 staff and 3 to 50 sites — with a portfolio of recurring service contracts: every month, ServiceProof verifies each recurring facilities-service invoice — cleaning, security, landscaping, waste, elevator, and HVAC — line by line against the signed contract — rate, escalation cap, and included-versus-extra scope — and against evidence the service actually happened, flagging what to query before payment.
How it works
- Enter each contract as a checking ruleset — base rate, escalation cap and its anniversary, included scope, billable extras with their rates, and required visits per period; ServiceProof never invents contract terms, so the ruleset holds only what you entered from your own signed contract
- Log service evidence per site and period — the record that a visit or service happened, entered by your team; imports from digital evidence sources do not exist, so evidence enters only this way
- Enter each invoice as line items — invoices are entered line by line today; ingestion of PDF or email invoices across vendor formats is not proven, so no invoice is read in on its own
- The check runs line by line — the billed rate against the allowed rate (the base rate escalated by at most the cap), escalation against the cap, included scope against billed lines, and invoiced visits against the evidence you logged
- Read the exceptions list — every flagged line with its clause citation and the amount at risk, clean lines marked Verified, and totals reconciled
- Raise the queries before payment — a vendor-ready query draft per invoice and a pre-payment summary; the flag list is the output, and ServiceProof never pays, approves, or holds a bill
The contract register — checking rules from your own contracts
Every recurring service contract is held as a checking ruleset, entered from your own signed contract: the base rate, the escalation cap and its anniversary, the included scope, the billable extras with their rates, and the required visits per period. The register is what every monthly check runs against — every flag traces back to a rule you entered.
ServiceProof never invents contract terms. A ruleset holds exactly what you entered from your own contract — nothing is added, assumed, or filled in from any other contract or any other site. The product checks arithmetic against your own contract entries; it does not give legal advice.
- Base rate
- Escalation cap and its anniversary
- Included scope
- Billable extras, with their rates
- Required visits per period
The monthly check — every line, four ways
Each month, every invoice line is checked against the register and against the evidence logged for that site and period. The check engine raises four flags, and only those four:
A line that passes every check is marked Verified. The invoice's totals are reconciled — the checked lines account for the invoice total — so the exceptions list and the clean lines together cover the whole invoice.
- Rate above allowed — the billed rate is above the base rate escalated by at most the cap
- Escalation above cap — the increase applied is above the contract's escalation cap
- Included scope billed — work the contract includes is billed as an extra; the full amount billed for that line is at risk
- Invoiced visits with no evidence — a visit is billed with no evidence logged for it; a phantom-visit risk
Evidence — logged by your team, never imported
Evidence that a service happened is logged per site and per period by your team — the record of the visits and services that took place. The monthly check reads the invoiced visits against the evidence you logged: a billed visit with no evidence logged for it is flagged.
Imports from digital evidence sources do not exist in ServiceProof. There is no import from a guard-tour system, a cleaning-inspection system, an elevator service record, or any other vendor system — evidence enters only as your team logs it, and nothing arrives from anywhere else.
The query list — what to raise before payment
The check produces an exceptions list: every flagged line with its clause citation and the amount at risk, the clean lines marked Verified, and the totals reconciled. From it, ServiceProof prepares a vendor-ready query draft per invoice and a pre-payment summary — the flag list is the output, ready for you to raise with the vendor before payment.
A flag is a query to raise before payment. It is not a ruling that a vendor breached anything, and ServiceProof makes no such ruling — what a flag means for the contract is for you and the vendor to settle. ServiceProof never pays a bill, never approves a bill, and never holds a bill.
There is no AP workflow handoff. ServiceProof does not hand off into any accounts-payable system — the flag list, the query draft, and the pre-payment summary are what the product produces, and they go to the vendor by your own hand, in your own process.
Where it stands — the honest state
ServiceProof is forming its first facilities pilot group now. The door below is a facilities pilot application — applying starts a pilot conversation; it does not create an account, and it is not a sign-up for a running service.
Invoice ingestion is not proven. Real PDF or email invoice ingestion across vendor formats has not been verified — invoices enter as line items, entered by your team, as described above, and no invoice is read in on its own. Imports from digital evidence sources are not built: evidence is logged per site and period, and no guard-tour, cleaning-inspection, or elevator record is imported from any system. There is no AP workflow handoff — the flag list before payment is the output today.
The scope does not change in the pilot: ServiceProof checks arithmetic against your own contract entries and gives no legal advice; it never invents contract terms; its flags are queries to raise before payment, not rulings; and it never pays, approves, or holds a bill.
No price has been set. A price range exists in our market research as a hypothesis; it has not been validated and it has not been decided, so no price is shown here and there is nothing to buy on this page.
Facilities pilot application
This is a facilities pilot application — an application to join ServiceProof's first facilities pilot group, not an account sign-up and not a purchase. Tell us who to reach, your company or organization, and how many sites you have under management. If you like, tell us how many recurring service contracts you hold, and how you check facilities invoices today. We will be in touch about the pilot group.