Building maintenance intelligence
Prospero automatically generates a complete, traceable maintenance programme from your O&M documentation — in minutes, not months.
The problem
Every building comes with thousands of pages of O&M documentation that determines long-term maintenance obligations. Almost none of it is acted on systematically.
Time
Extracting maintenance tasks from a single O&M manual set consumes specialist time that should be spent on risk-critical work — not reading PDFs.
Coverage
Facades, membranes, envelope systems — everything outside the compliance scope sits entirely unmanaged, with no plan and no visibility.
Scale
Each new acquisition restarts the same manual process from scratch. No institutional memory, no consistency as a portfolio grows.
Liability
When issues surface, remediation typically costs 3–7× what proactive maintenance would have. The longer it's deferred, the worse the outcome.
Who it's for
Delivering new assets and needing operational readiness from day one — not months spent deciphering handover documentation.
Responsible for delivering structured, usable handovers — not dumping thousands of pages of O&Ms, warranties and manuals at practical completion.
Inheriting assets with fragmented documentation, unread O&M manuals and no clear operational maintenance framework.
Managing portfolios where maintenance visibility, compliance obligations and lifecycle planning directly influence asset performance and capital outcomes.
Responsible for day-to-day maintenance and compliance, but often operating from incomplete or unstructured asset information.
How it works
Drag and drop PDFs directly into Prospero. No formatting required.
Prospero reads every specification and interval, organising tasks by asset and flagging compliance and warranty items.
Review specified system tags and structure the output to fit how your organisation works.
Organised by asset, component and task — complete with compliance and warranty tagging, ready to action.
Product features
01
Each component includes a detailed task list derived directly from the O&M manuals — allowing you to assess and manage risk with confidence. Trace every task back to its source document.
Full traceability02
Precisely when each asset needs attention, with a filtered view showing what's upcoming and what requires immediate action — derived from manufacturer specifications.
Manufacturer-sourced03
Every task is analysed and tagged. Compliance items are linked to specific Specified Systems so you can keep IQPs accountable. Warranty items are derived from manufacturer guarantee documents.
IQP accountability04
Track upcoming tasks, issue tenders and attach evidence of works completed. Use Prospero as a repository of all work done — including invoices and contractors — to identify patterns across assets.
Full audit trailThe compliance gap
BWoF covers the regulated minimum. The assets that drive your largest costs and liabilities sit entirely outside it — unmanaged by default. Prospero shows the full picture: structured, traceable, complete.
Book a demoThe gap between these two bars is where deferred maintenance liability accumulates — silently, until it surfaces.
What Prospero means
Proactive maintenance schedules eliminate reactive capex spikes — particularly across non-compliance assets where deferral risk is highest. Portfolio costs become forecastable.
Auditable maintenance records eliminate deferred-maintenance uncertainty during due diligence — removing the single largest discount applied to commercial property transactions.
Every maintenance obligation is documented, tracked, and attributable. When questions arise — in due diligence, in disputes, in insurance claims — your audit trail is already there.
New developments, acquisitions, and staff transitions are onboarded in hours, not weeks. Institutional knowledge is no longer a person — it is structured data.
We would hire an admin staffer to manually read O&M's and extract anything that had a task and a frequency date. That would take them six weeks.
At least once a year we would void warranties on our buildings that would end up costing tens of thousands of dollars — simply because we did not have data readily available. Using Prospero to unlock the information in the O&Ms has been a game changer for our maintenance team.
See Prospero in action. Book a 30-minute demo with the team.
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