Building maintenance intelligence

Your O&M manuals.
Finally actionable.

Prospero automatically generates a complete, traceable maintenance programme from your O&M documentation — in minutes, not months.

See how it works
90%
Reduction in setup time
7×
Remediation cost avoided
0
Maintenance obligations left undocumented

The problem

Buildings are handed over.
The documentation isn't.

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

40–80 hours per manual set

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

BWoF covers the regulated minimum

Facades, membranes, envelope systems — everything outside the compliance scope sits entirely unmanaged, with no plan and no visibility.

Scale

No compounding benefit

Each new acquisition restarts the same manual process from scratch. No institutional memory, no consistency as a portfolio grows.

Liability

Deferred maintenance deteriorates

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

Anyone accountable when something is missed.

01

Property Developers

Delivering new assets and needing operational readiness from day one — not months spent deciphering handover documentation.

02

Main Contractors

Responsible for delivering structured, usable handovers — not dumping thousands of pages of O&Ms, warranties and manuals at practical completion.

03

Property Managers

Inheriting assets with fragmented documentation, unread O&M manuals and no clear operational maintenance framework.

04

Asset Managers

Managing portfolios where maintenance visibility, compliance obligations and lifecycle planning directly influence asset performance and capital outcomes.

05

Facility Managers

Responsible for day-to-day maintenance and compliance, but often operating from incomplete or unstructured asset information.

How it works

From PDF to maintenance plan
in under five minutes.

1

Upload your O&M manuals

Drag and drop PDFs directly into Prospero. No formatting required.

2

Prospero analyses and structures

Prospero reads every specification and interval, organising tasks by asset and flagging compliance and warranty items.

3

Confirm and clarify

Review specified system tags and structure the output to fit how your organisation works.

4

Receive a live maintenance plan

Organised by asset, component and task — complete with compliance and warranty tagging, ready to action.

Case study — 40m Office Building

A Senior Facilities Manager put this into practice on a live building. Here's what it caught.

01

The gap it caught: The Plumbing Company's missing pump contract

He used Prospero to ingest the O&M manual for the 40m Office Building and quickly identified that the sewer and stormwater pumping systems had no service contract in place at all — they simply weren't covered by The Plumbing Company's existing scope. Rather than working through this manually, he had the full task list, with suggested frequencies, ready to send to them in about 20 minutes.

"If you have a look below I was able to get that email together in about 20 minutes instead of spending half a day going through the manual." — Senior Facilities Manager

Below is the actual task breakdown Prospero generated for the Sewer Pumping System before a contractor was assigned, followed by the Stormwater Pumping System after The Plumbing Company was added to cover it — the same structure, now with clear ownership.

Prospero task list for the Sewer Pumping System with no contractor assigned
Before: Prospero flags 20 tasks across 5 components with no contractor assigned.
Prospero task list for the Stormwater Pumping System with The Plumbing Company assigned
After: The Plumbing Company added against every task, with the same frequencies carried straight into their contract scope.
02

Judgement calls, not just checklists

Prospero doesn't just extract manufacturer-recommended frequencies — he used it to sense-check them against reality. The Rheem hot water cylinder's manual called for monthly servicing to preserve the warranty, but as he put it:

"That's never going to happen. The cost would pay for a new unit in 2 years." — Senior Facilities Manager

Having the full task list in front of him, with frequencies he could see and adjust, meant that call was made deliberately — rather than either ignoring the manual entirely or committing to an uneconomical service regime by default.

03

The feature he rates most highly: compliance vs. warranty

What he singled out as the standout feature is Prospero's automatic tagging of tasks as Compliance or Warranty — separating legally-required items (like annual backflow device testing under NZ BWoF) from manufacturer warranty conditions that are easy to lose track of, such as facade and roof checks.

"Prospero being able to identify warranty items that fall outside of the compliance schedule, such as facade and roof checks, is a game changer. If I miss those, I could lose my job. So, Prospero making this easier means I want this on all my buildings." — Senior Facilities Manager
Facade and roof checks flagged as overdue under the Sto Render System warranty
Facade and roof checks under the Sto Render System warranty — flagged and overdue, exactly the kind of item he means.

Product features

Everything that was specified.
Nothing left behind.

01

Asset Identification

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 traceability

02

Service Intervals

Precisely when each asset needs attention, with a filtered view showing what's upcoming and what requires immediate action — derived from manufacturer specifications.

Manufacturer-sourced

03

Compliance & Warranty Tagging

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 accountability

04

Work Tracking

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 trail

The compliance gap

Your compliance schedule is not your maintenance plan.

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.

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BWoF / Compliance Schedule

Regulated minimum only

Full maintenance obligation

Everything your O&M documentation actually specifies

The gap between these two bars is where deferred maintenance liability accumulates — silently, until it surfaces.

What Prospero means

The outcomes that matter
to your portfolio.

Predictable capital expenditure

Proactive maintenance schedules eliminate reactive capex spikes — particularly across non-compliance assets where deferral risk is highest. Portfolio costs become forecastable.

Protected asset value at sale

Auditable maintenance records eliminate deferred-maintenance uncertainty during due diligence — removing the single largest discount applied to commercial property transactions.

Eliminated liability exposure

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.

Scalable across your portfolio

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.

A construction handover team
"

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.

Retirement sector client

Stop managing liability.
Start managing maintenance.

See Prospero in action. Book a 30-minute demo with the team.

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