A Leading Supermarket Chain Unifies CMMS, Refrigeration Compliance, and Digitizes Utility Bills Across 25+ Stores with Facilio

About the Retailer

This Midwest-based, family-owned supermarket chain is known for its focus on quality, efficiency, and community values. With a footprint spanning more than 25 locations—including grocery stores and production facilities—the retailer has built a strong reputation for delivering exceptional shopping experiences and operational excellence. Their approach blends tradition with innovation, prioritizing long-term sustainability and service.

Challenges:

As operations scaled, it became increasingly difficult to maintain efficiency across fragmented tools and vendors. The core challenge was operating with separate systems that lacked integration and capability depth. Compliance events were tracked manually, utility data sat in siloed systems, and vendor workflows offered minimal visibility or structure. This led to time-consuming reconciliations and increased risk—diverting the facilities team from more strategic tasks.

Key challenges:

• Disconnected compliance and CMMS workflows: Compliance events weren’t linked to asset actions or maintenance tasks, requiring manual updates and checks to stay EPA-compliant
• No proactive maintenance planning: Scheduled maintenance lacked automation and standardization, increasing the risk of equipment failure and compliance issues
• Fragmented systems: Refrigerant compliance, work orders, and utility bills lived in separate apps, forcing manual reconciliation and duplicate entry
• Compliance risks: Retired assets still showed active refrigerant records due to lack of sync between CMMS and compliance data. EPA 608 events weren’t linked to work orders or enforced before invoicing
• Limited utility analytics: The previous platform lacked flexibility to analyze utility consumption by store, built-up area, or weather. Benchmarking was difficult and insight generation was limited
• Inefficient vendor management: Tracking contracts, SLAs, and invoices across vendors lacked structure and often delayed approvals
• Limited visibility: Leadership lacked unified dashboards or alerts to catch leaks, performance dips, or cost anomalies early

Facilio’s Solution

Facilio’s Connected CMMS platform delivered what the retailer had been missing: complete visibility and operational control in one system. In just 3 months, fragmented workflows were replaced by a single pane of glass for maintenance, compliance, vendor management, and utilities.

Refrigerant compliance, once a manual burden, was embedded directly into work orders with EPA-ready automation. Utility bill processing became end-to-end digital, with AI parsing 140+ monthly bills and transforming them into actionable insights across daily meter readings and sustainability dashboards. Vendor management was unified—automating contracts, SLAs, and invoicing workflows with built-in accountability. Today, the retailer’s facilities team operates with clarity, speed, and data confidence—no longer burdened by disconnected tools.

Solution Highlights

1. Connected CMMS with Compliance-Built-In

Facilio transformed the retailer’s maintenance operations by uniting CMMS asset data with EPA 608 compliance records. Previously, when assets were retired or replaced, compliance records weren’t updated, creating mismatches that exposed the team to risk and manual reconciliation work. Facilio closed this gap by syncing compliance workflows directly with CMMS asset data, ensuring every asset action automatically updates its compliance record.

The platform also introduced mobile-first work order creation, making it far easier for store teams to raise and track requests on the go—a significant improvement over the legacy system. With asset-linked preventive schedules, warranty flags, and compliance checklists, every maintenance task is now standardized and audit-ready.

2. Utility Bill Digitization & Analytics

What once were static PDFs are now living data streams. Facilio ingests 140+ monthly bills across electricity, water, gas, and waste, and converts them into structured records tied to meters. This data is disaggregated into daily readings, feeding dashboards that track EUI, WUI, and CO₂ emissions. Teams can now detect cost spikes early, compare performance across stores, and meet Energy Star reporting requirements with ease.

3. Vendor & Contract Management

Facilio centralizes vendor data, contracts, and SLAs into one system. Vendors access a dedicated portal to accept work orders, upload compliance certificates, and submit invoices. Contract rules automatically determine labor rates and SLAs, reducing disputes and improving accountability. The facilities team now benchmarks vendors based on performance metrics, driving smarter contract renewals.

4. Financial Transparency

Previously opaque invoicing has been replaced with automated, multi-level approvals. Costs flow from work orders into invoices, which then route through three approval tiers—including FM admins, department heads, and accounting—before being exported to their ERP software. Real-time accruals show spending commitments even before invoices are processed, giving accurate budget visibility at any point in time.

5. Custom Dashboards, Reporting & Alerts

From refrigerant leak rates to power factor drops, Facilio delivers real-time dashboards and alerts tailored to the retailer’s needs. The platform enables teams to generate EPA-ready reports in just a click, eliminating the manual effort of audit preparation. With structured refrigerant tracking and automated reporting, the organization is now fully GreenChill-ready, positioning them to benchmark performance and participate in EPA’s sustainability program.

Dashboards also allow for vendor leak rate comparisons, helping the team evaluate contractor performance based on environmental impact. Managers can track CO₂ emissions, utility intensity, and refrigerant events across the portfolio or drill down into site-level anomalies. Finally, custom alerts highlight demand charge spikes and poor power factor, with auto-generated utility events creating a real-time feedback loop between data and action.

Impact

• Zero compliance risk with embedded EPA 608-ready reports and workflows
• 140+ monthly utility bills digitized into actionable analytics
• Faster invoicing with automated approvals and ERP exports
• Vendor performance benchmarked across 25+ sites
• GreenChill readiness achieved with structured refrigerant tracking and one-click reporting