One system to run your whole maintenance operation
Kaspio reads purchase orders and contracts straight from your inbox, turns them into jobs, sends them to engineers on a mobile app that works offline, and bills the work into Xero and QuickBooks — all in one place.
The office runs it on desktop.
Engineers from their pocket.
The same live data, designed for the screen it's on, a full operations view in the office, a focused job list in the field.
Four steps. Zero re-typing.
Work arrives in your inbox. Kaspio takes it from there and carries it all the way through to a paid invoice.
Work lands in your inbox
Purchase orders and contract instructions arrive by email, just as they do today.
Kaspio reads & logs it
POs and contracts are pulled in automatically with the help of AI, matched to the client, and created for you.
You assign the job
Allocate the work to an engineer in a tap. It appears instantly on their mobile app.
Complete & invoice
The engineer completes on site, you submit your invoice, and it flows straight into your accounts system.
Your purchase orders and contracts, logged the moment they arrive
Leave the data entry to Kaspio. It reads each purchase order and contract straight from your inbox, pulls out the reference, client, value and scope, and creates the record automatically — no copy-and-paste, no missed jobs.
- POs auto-created and matched to the right client
- Contract instructions captured with their reference number
- Sync on demand or let it run in the background
- A clean, searchable history of every order received
Engineers see their jobs, work offline, and sync when they're back online
Assign a job and it's on the engineer's phone in seconds. They get a clear list of what's theirs, add notes, photos and signatures on site, and mark the work complete.
No signal in a plant room or basement? It all keeps working. Reports are saved on the device and sync up automatically the moment a connection returns — nothing is lost.
- A focused “My Jobs” list for each engineer
- Photos, notes and customer signatures captured on site
- Fully offline — complete work anywhere, sync later
- Installable on any phone, nothing to download from a store
Plan every engineer's week on one drag-and-drop board
Pick an engineer and see their whole week at a glance — contract visits, PPM and time off already booked in. Drag any unassigned job onto a free slot to schedule it, and it lands straight on that engineer's phone.
Switch between day, week and month, block out holidays and time off, and fill the gaps around what's already committed — so no one's double-booked and nothing slips through.
- Drag unassigned jobs onto open slots to dispatch them
- Contract visits, PPM and holidays shown as already booked
- Day, week and month views, per engineer
- Engineers get a read-only view of their own schedule in the field app
Track every hour of labour,
without the paperwork.
As engineers start, pause and complete their jobs, Kaspio logs the time for them. The office and finance see exactly how long work took, what it cost and what to bill — no manual timesheets, no guesswork.
Time logs itself
Starting, pausing and completing a job records the hours on the spot. Engineers add breaks and travel; the clock does the rest — even offline.
Review, approve, lock
Finance checks each timesheet, approves or rejects it, then locks it so the numbers can't drift. A full audit trail sits behind every entry.
Hours into profits
Per-engineer pay and charge rates turn time into labour cost, what you bill, and the profit on every job — ready to export for payroll.
Build a PPM schedule and never miss a statutory inspection
Set up each site, list its assets, and choose how often each one needs inspecting. Kaspio builds the schedule and tracks every asset for you, lifts, HVAC, emergency lighting, fire systems and more.
See at a glance what's upcoming, what's due and what's overdue, assign inspections to engineers, and keep a complete record against each asset for compliance.
- Per-asset frequencies — weekly, monthly, quarterly and beyond
- Late / due / upcoming views so nothing slips
- Inspection reports logged against each asset
- Site-by-site asset registers your team can trust
Recurring service agreements that manage themselves
Set up a contract once — the client, the frequency and the value — and Kaspio pre-generates the visits across the whole term. Weekly cleans, quarterly inspections, annual servicing: it's all laid out and tracked.
Watch each contract's status and how much has been invoiced against its value, so you always know where every agreement stands.
- Visits scheduled automatically for the full term
- Active, paused, completed and cancelled at a glance
- Invoiced-to-date tracked against contract value
Quote, invoice, and push it straight into Xero or QuickBooks
Turn a completed job into an invoice in a couple of clicks. Send it for approval, track what's draft, sent, paid or overdue, and take payment without leaving Kaspio.
Every invoice flows directly into your accounting package, so the numbers are already in Xero or QuickBooks. One entry, one source of truth, no month-end re-keying.
All your maintenance operations,
in one intuitive platform.
No more juggling tools
Orders, jobs, engineers, PPM, contracts, quotes and invoices live together — not across five apps and a spreadsheet.
Type it once, or never
Work comes in from email and flows out to your accounts. The same data carries through the whole job.
Simple by design
Clean, uncluttered screens your office and field teams understand immediately.
Try Kaspio | CMMS for 14 days for free — no credit card required.
One plan to run it all.
No setup fees, cancel anytime — every plan is the full Kaspio system. Unlimited jobs, contracts, invoices & PPMs. Built with a practical, no-clutter approach. No unnecessary features or complicated add-ons, just the tools your team actually needs.
- Purchase order management
- Job allocation & work orders
- Engineer Planner — drag-and-drop scheduling
- Field mobile app — works offline
- Photos, notes & signatures on site
- Timesheets — automatic labour tracking
- Quotes & invoices
- Client management
- Team roles & permissions
- Public quote & invoice links
- Email Integration — POs & contracts from inbox
- Contracts — recurring service agreements
- PPM — planned preventative maintenance
- Asset management
- Payment tracking & credit notes
- Reports & dashboards
- Xero & QuickBooks accounting sync
- Priority support
- Purchase order management
- Job allocation & work orders
- Engineer Planner — drag-and-drop scheduling
- Field mobile app — works offline
- Photos, notes & signatures on site
- Timesheets — automatic labour tracking
- Quotes & invoices
- Client management
- Team roles & permissions
- Public quote & invoice links
- Email Integration — POs & contracts from inbox
- Contracts — recurring service agreements
- PPM — planned preventative maintenance
- Asset management
- Payment tracking & credit notes
- Reports & dashboards
- Xero & QuickBooks accounting sync
- Priority support
- Purchase order management
- Job allocation & work orders
- Engineer Planner — drag-and-drop scheduling
- Field mobile app — works offline
- Photos, notes & signatures on site
- Timesheets — automatic labour tracking
- Quotes & invoices
- Client management
- Team roles & permissions
- Public quote & invoice links
- Email Integration — POs & contracts from inbox
- Contracts — recurring service agreements
- PPM — planned preventative maintenance
- Asset management
- Payment tracking & credit notes
- Reports & dashboards
- Xero & QuickBooks accounting sync
- Priority support
See Kaspio running your operation
Book a short demo and we'll show you how your inbox, your engineers and your invoicing come together in one simple system.