Hyperlocal FMS

Five main areas build on each other — register a site, tie a lease to it, attach compliance requirements, set up client SLAs, and record expenditure against each lease.

• Sites — register a physical location (warehouse, dark store, micro-fulfilment centre) with GPS coordinates, physical specs (area, floor, docks, ceiling height), amenities, named distances to nearest railway/bus/fire/airport, facility features with photos, and up to six photo angles. Export any site to PDF.
• Map dashboard — all active sites on a live map, filterable by location and site type. A compliance status board colour-codes every active lease's compliance items: in date, expiring, and expired.
• Leases — attach one or more lease records to a site: parties (owner details), financial terms (base/monthly rent, deposit, escalation %), dates (signing/start/end/notice), documents (NOC, PAN, lease docs), and addendums. The latest addendum end date becomes the effective lease end.
• Compliances — regulatory certificates and permits (fire NOC, trade licence, FSSAI, shop establishment). Sites declare which they require; leases record the certificate, upload it, and set validity dates with independent expiry alerts.
• SLAs (cost centres) — the commercial agreement between the operator and a client at a site: SLA dates, area, scope of work, credit/lock-in/termination terms, and the linked finance cost-centre ID.
• CapEx / OpEx — capital and operating expenditure per lease location as a list of expense line items, bulk-uploadable.
• Automatic deadline alerts — for each active lease the system emails configured recipients before: lease expiry, rent, escalation, compliance expiry, and SLA expiry. Each type has its own recipient list and its own initial and recurring alert duration.
• Role-based access — restrict a regional manager to only their zone's sites; confine a client role to only its own records.

• Operations and facilities teams who register and maintain sites and infrastructure.
• Legal and compliance teams who record leases, attach documents, set deadline alerts, and track certificate validity.
• Finance teams who record CapEx/OpEx per lease, manage cost-centre SLA documents, and track rent and escalation schedules.
• Client-facing staff who record the scope of work and commercial terms agreed with each client at each site.
• Management who need a dashboard map and compliance status board showing what is live and what is expiring.

The map dashboard loads on login. Register a site with location, amenities, and compliance requirements → it appears on the map once it has an active lease; add a lease with parties, financial and date fields, documents, and alert recipients; record compliance items with validity dates; add a cost centre/SLA with commercial terms; add CapEx/OpEx line items; then monitor the map and the compliance status board.

Client and cost-centre records link to HoliBook, an internal finance system, so the FMS and finance stay aligned on cost-centre codes. When a lease or compliance hits a critical threshold, the system raises a ticket in Dopex, an internal ticketing platform, and closes it automatically once the renewal or missing document is added.