Maintenance scheduling software with tour optimization — contracts running, emergencies fitting in
Trailo plans every maintenance and service job in one interface: plants, buildings, HVAC, elevators, fire safety, technical service tours. Contracts up to 30 days ahead, emergency jobs slotted in seconds, fixed technician per site, inspection docs digital, REST API to connect to your ERP or property-management system.
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Contract rhythms, emergencies, docs — all at once
What we hear from maintenance and service teams.
A mix of contract rhythms per site
HVAC quarterly, safety inspection yearly, elevator half-yearly, heating check before the season, fire safety every 12 months. Five to ten contracts per site — and everything has to line up without the team driving in circles.
Customers want a fixed technician
The technician knows the equipment, knows where the key box is, knows the weak spots. If someone different comes every month, the customer gets annoyed — and the contract gets shaky.
Emergencies tip the day's plan over
Elevator down, heating out, water damage, A/C broken — the customer expects a reaction in hours. Without a tool: dispatcher opens Excel, looks for free capacity, calls around. The next contract stop gets shifted, the day collapses.
Inspection reports on paper
Maintenance report on a clipboard, retyped in the office, uploaded to the ERP or property-management system. Three transfer steps, three failure points — and the customer asks where the docs from the last maintenance went.
Sound familiar? Play with real data — 14 days, no credit card.
Contracts automatic, emergencies in seconds, docs at the stop
Maintenance contracts up to 30 days ahead
Per contract you set the rhythm — Trailo generates appointments up to 30 days ahead. HVAC quarterly, elevator half-yearly, heating check before the season: all in one plan. Multiple contracts at the same site get combined into one tour where possible.
- ✓Recurring tasks from contracts, any rhythm
- ✓Bulk planning up to 30 days ahead
- ✓Multiple contracts per site cleanly modeled
Fixed technician per site
Define per customer or per site which technician is preferred. The one who knows the equipment comes back automatically — customers get continuity, your team gets less onboarding per stop. Vacation substitution: drag & drop, the system doesn't forget the customer relationship.
- ✓Fixed driver assignment per customer or order
- ✓Drag & drop substitution for vacation/sickness
- ✓Fixed and flexible stops mixable in one tour
Slot suggestion in seconds for emergency calls
Customer calls: "Elevator's down." Type the address, Trailo suggests a fitting slot instantly — next free technician in the region, without the next contract stop having to shift entirely. You give a concrete commitment on the phone, instead of calling back later.
- ✓Address-based slot suggestion in seconds
- ✓Considers existing tours and capacity
- ✓Drag & drop for manual adjustments
Inspection docs digital + REST API to external systems
Maintenance report filled out in the form right at the stop — photo, signature, timestamp. Through a fully documented REST API, order and status data flow to your ERP or property-management system. No double entry, no transfer errors. Webhooks for bidirectional real-time sync are in active development.
- ✓Drag & drop form builder with conditional logic
- ✓Photo upload, signature, timestamp
- ✓REST API (Professional+) · CSV export · Webhooks in development
See it in action — 14-day trial with real data, or have us walk you through it in 20 minutes.
Sample calculation: 15 service technicians, 10 vehicles, ~80 sites with multiple contracts
Conservatively calculated based on our pilot customers.
- Daily planning time~ €13,200 1.2 h/day saved × 220 working days × €50/h dispatcher
- Contract setup per month~ €7,200 2 days/month saved × 12 months × €50/h × 6 h — through bulk planning
- Fuel cost~ €6,000 −15 % × €4,000/year/vehicle × 10 vehicles
- Double entry into external system~ €6,000 5 min/order saved × 1,500 orders/year × €48/h back-office — through REST API instead of manual transfer
Note on the calculation: Values are based on experience with existing pilot customers and plausible assumptions for a 15-technician team with about 80 sites and multiple contracts per site. Individual savings depend on contract mix, capacity and hourly rates. Plug in your own numbers if you need a reliable forecast.
Specific to maintenance & service
Can we connect Trailo to our ERP or property-management system?
Yes — Trailo has a fully documented REST API (Professional tier and up). Orders, stops, status updates and form answers can be synchronized through it. Webhooks for bidirectional real-time sync are in active development. Integration is typically productive within a few days; we support during the trial if needed.
How does planning work when a site has multiple contracts with different rhythms?
Per contract you set the rhythm and the target tour frequency. Trailo generates appointments from each contract — and plans them so multiple maintenances at the same site get combined where possible (fixed and flexible stops mixable).
Can we set which technician goes to which site?
Yes. You set the preferred technician per customer or per individual order. Trailo factors this in automatically. For substitutions, override via drag & drop.
What if a customer calls at 14:30 with an emergency?
Type the address, Trailo suggests a fitting slot — adapted to the running tours. You confirm with one click, the next contract stop gets shifted to the next fitting day (manually via drag & drop or automatically).
What if my service technician has no signal in a machine room or boiler basement?
Today you export the daily route as a PDF tour list — stops, addresses, time windows, notes — and the team has it offline on the smartphone or printed. A native mobile app with full offline mode (tours stored locally, status updates and photos sync automatically once signal returns) is in active development.
Start today — try in 5 minutes
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