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CMMS and asset finance for property management

In short

Cohiva Control is a maintenance and asset management system for property managers running building services, common-area plant and shared facilities across a portfolio of sites. It combines an asset register, preventive maintenance, inspections and a hard contractor-compliance gate with native fixed-asset depreciation that posts journals to your ledger. Each operator runs in an isolated database.

CMMS and asset finance for property management

Property management is maintenance at scale across buildings you may not stand in every day. The plant still has to run, the contractors still have to be insured and licensed, and the asset base still has to be depreciated correctly, all spread across a portfolio. Cohiva Control is built for managers who run physical plant across many sites, and it joins the maintenance side to the finance side so the asset you service is the asset you depreciate.

A register that spans the portfolio

Across a property portfolio the asset base is large and repetitive: HVAC, lifts, hot water systems, pumps, fire services, car park equipment, gates, lighting and common-area plant, repeated building after building. Cohiva Control records each asset in a single register, tied to its property, with a stable identity and an immutable code you can attach as a QR label. A technician or building manager scans an asset and sees its history, condition and open work, and that code is never reused when equipment is replaced, so the record holds up across long ownership periods. Managing many sites in one system means you can compare maintenance load and cost across the portfolio rather than juggling separate spreadsheets per building.

Planned maintenance across sites

Building services need a planned rhythm, and across a portfolio that rhythm is easy to lose track of. Cohiva Control schedules preventive maintenance on a time interval or a meter interval, generates work orders automatically, and because that generation is idempotent, a re-run will not create duplicate jobs. Preventive maintenance compliance is tracked against the schedule, so you can see which sites are on plan and which are falling behind without visiting each one.

Reactive jobs are handled with the same discipline. Work orders move through a server enforced state machine from open to verified, illegal transitions are rejected, and every change is written to an append only history row, which gives owners and auditors a defensible record of how each issue across each site was handled.

Inspections that become tracked work

Routine building inspections, fire and safety walks and condition assessments are central to property management. Cohiva Control inspection templates capture pass or fail items, numeric readings, photos and signatures, and a failed item can raise a work order automatically. A defect found on a building inspection becomes a tracked job rather than a line in a report nobody actions. Submitted inspections are versioned and immutable.

Contractor compliance across every site

A portfolio uses a long list of contractors, and keeping every one of them current on insurance, licences and inductions is a real burden. Cohiva Control takes the risk out of it. A contractor with expired, missing or unverified public liability insurance, a trade licence or a site induction cannot be assigned to a work order. The block is hard, applies on every assignment at every site, and there is no override, even for an administrator. You configure the documents you require, and the system enforces them, which helps you comply with your own contractor management policy across the whole portfolio.

Asset finance built in

Property carries a substantial fixed-asset base, and accurate depreciation matters to owners and to reporting. Rather than exporting an asset list to a separate fixed-asset register, Cohiva Control carries each asset through to native depreciation. It runs six methods, straight line, diminishing value, double declining balance, units of production, sum of years digits and AASB 16 for leases, holds money to the cent rather than as a floating point number, and writes each monthly run to an append only depreciation ledger. The journal can post to Xero, QuickBooks, NetSuite or Cohiva Crunch, so maintenance and finance work from one record per asset.

Australian built, portfolio ready

Cohiva Control is Australian built and supports AASB 16 lease accounting, which matters where building plant or premises sit on a lease. It is database per tenant, so each operator runs in an isolated database, and a portfolio can be managed in the one platform.

Part of the Cohiva platform

Cohiva Control is part of the wider Cohiva platform. Operators of leisure and recreation property often run it with Cohiva Complex, and finance teams connect to Cohiva Crunch for the general ledger. Explore the whole platform at www.cohiva.app.

Frequently asked questions

Can Cohiva Control handle a multi-site portfolio?
Yes. You can manage many sites in the one system, each asset tied to its property, and each operator's data sits in its own isolated database.
What building services does it track?
Any asset you register, from HVAC, lifts, hot water, pumps and fire services to car park equipment, gates and common-area plant. Each carries its own history and maintenance schedule.
How does it manage the many contractors a portfolio uses?
A contractor with expired, missing or unverified public liability insurance, a trade licence or a site induction cannot be assigned to a work order, enforced as a hard block with no override, on every assignment across every site.
Does it depreciate building assets?
Yes. Cohiva Control runs six depreciation methods including AASB 16 leases and posts monthly journals to Xero, QuickBooks, NetSuite or Cohiva Crunch from the same record your team maintains.
How do I keep a defensible maintenance record?
Work orders move through a server enforced state machine with every transition written to an append only history row, and submitted inspections are versioned and immutable, so the record holds up over time.