Building maintenance intelligence

Your building documents.
Finally actionable.

Prospero reads the documentation you already have, from contractor asset registers and product data sheets to long-term maintenance plans and O&M manuals, and turns it into a complete, traceable maintenance programme in minutes, not months.

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Halftone photograph of commercial building facades
Live maintenance schedule
Prospero maintenance schedule showing façade joint sealant tasks with frequency, next due date and source page references
90%Reduction in setup time
7×Remediation cost avoided
0Maintenance obligations left undocumented
The problem

Buildings are handed over.
The documentation isn't.

Every building's maintenance obligations are on paper somewhere: in the handover manuals for a new build, in council files and contractor records for an older one. Almost none of it is acted on systematically.

Time

40–80 hours per building

Extracting maintenance tasks from a single building's documentation consumes specialist time that should be spent on risk-critical work, not reading PDFs.

Coverage

BWoF covers the regulated minimum

Facades, membranes and envelope systems sit outside the compliance scope entirely, 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.

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.

BWoF / compliance schedule Full maintenance obligation THE GAP · WHERE LIABILITY ACCUMULATES, UNMANAGED

That gap is where deferred maintenance liability builds up silently, until it surfaces. Prospero shows the full picture: structured, traceable, complete.

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Where you start

New build or forty years old, we start from what you've got.

Pick the route that matches your building.

Upload your handover documents.

O&M manuals and data sheets hold every service interval and warranty condition for the building. Upload them and Prospero builds your maintenance plan in under five minutes.

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  • O&M manualsFull handover sets or partial ones
  • Product data sheetsMaintenance intervals and warranty conditions for each product
  • Contractor asset registersFrom your HVAC, fire, lift and electrical contractors
  1. UploadDrag and drop, no reformatting
  2. AnalyseEvery interval read and organised by asset
  3. ConfirmReview system tags and shape the output
  4. Go liveTagged for compliance and warranty, ready to action

Either way, you end up with the same live asset register and maintenance programme, with every item linked to its source document.

Product

Everything that was specified. Nothing left behind.

Four views into a live maintenance programme, generated directly from your own building documentation rather than a template.

Asset register

A complete asset register, not just a task list

Every asset in the building is catalogued down to the tag, location and serial number, with the lifecycle data your capital plan actually needs.

  • Expected useful life and installed date tracked per asset, not per building
  • Condition, quantity and estimated replacement cost roll up into a portfolio-wide capex forecast
  • Search any asset type, tag or location across every property in seconds
Prospero asset register showing backflow preventers with tag, location, serial, condition, install date, expected useful life and replacement forecast
Compliance & warranty tagging

Every warranty and compliance obligation, scheduled

Tasks are pulled from manufacturer specifications with the correct frequency already set, and split cleanly by what's legally required and what protects your warranty.

  • Frequencies (quarterly, biannual, as-needed) set automatically from the source document
  • Compliance and Warranty tags applied to every task, with next-due dates and one-click completion
  • Full history retained against each task for audit and handover
Prospero maintenance calendar for October 2026, colour-coded overdue, due soon, planned and recorded visits, with Compliance and Warranty filters Visit detail for a biannual façade visit, with each task marked done, skipped or left
Traceable to source

Tasks tied to your Specified Systems

Each task carries its Specified System tag, so compliance items line up directly against the systems your IQPs are accountable for, and every entry cites the exact page it came from.

  • SS-number tagging maps straight onto your building's compliance schedule
  • Add, edit or remove tasks per asset type as scope or contractors change
  • Every task links back to a page reference in its source document
Compliance view of the maintenance schedule, with every asset grouped by discipline and tagged with its Specified System number
New · 30-year LTMP

A long-term maintenance plan that updates itself

Replacement costs roll up from the asset register into a 30-year forecast, inflated and tested against your sinking fund. When an asset changes, the plan changes with it.

  • Set annual contributions, opening balance and inflation, then solve for no annual shortfall
  • Break the forecast down by discipline: mechanical, electrical, fire, façade, vertical transport and more
  • Every replacement line traces back to its asset, install date, condition and source
Prospero 30-year replacement forecast in stacked view, showing replacement spend by discipline each year with fund settings
Who it's for

Anyone accountable when something is missed.

Delivery side

Property Developers

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

Main Contractors

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

Operations side

Property Managers

Inheriting assets with fragmented documentation, contractor registers that don't line up and no clear operational maintenance framework.

Asset Managers

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

Facility & Building Managers

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

Body Corporate Managers

Required to keep a long-term maintenance plan that's usually a static PDF, out of date soon after it's written. Prospero keeps it live.

Owners & Investors

Buying or holding existing buildings with no handover pack. We start from the council property file and show what you actually own.

Case study · 40m office building

What one Facilities Manager found on his first building.

A missing pump contract, found in 20 minutes

Ingesting the O&M manual surfaced that the sewer and stormwater pumping systems had no service contract in place at all. They simply weren't covered by the incumbent contractor's scope.

"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
Prospero task list for the Sewer Pumping System with no contractor assigned
Before: 20 tasks flagged across 5 components, with no contractor assigned.

The feature he rates most highly: Compliance vs. Warranty

Automatic tagging separates legally required items, like annual backflow testing under NZ BWoF, from manufacturer warranty conditions that are easy to lose track of, such as facade and roof checks.

"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
Façade and roof checks under warranty, flagged and overdue.
What Prospero means

The outcomes that matter to your portfolio.

Predictable capital expenditure

Proactive schedules eliminate reactive capex spikes, so portfolio costs become forecastable.

Protected asset value at sale

Auditable maintenance records remove the largest discount applied during due diligence.

Eliminated liability exposure

Every obligation is documented, tracked and attributable, so the audit trail is already there.

Scalable across your portfolio

New developments and acquisitions onboard in hours. Institutional knowledge becomes structured data.

"We would hire an admin staffer to manually read O&Ms and extract anything with 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, simply because we did not have the data readily available. Using Prospero has been a game changer."

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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