For Finance Officers
The End-to-End Solution for Facility Use and Cost Recovery
Unlike traditional software providers, Facilitron is a strategic business partner—invested in your success, not your subscription. Our partnership model means that we succeed when you do, and we provide you with the tools to do so. Facilitron S&R centralizes your entire facility use program, tracking every dollar and delivering the data you need to recover costs and make critical financial decisions that support long-term sustainability.
Turn Facility Rentals into a Strategic Advantage
Elevate Your Approach to Facility Use
A successful facility use program does more than just manage rentals. It generates revenue and controls costs while empowering sites to actively support your organization's facility use program. Whether you're looking to revamp your existing program, or roll out a new system from the ground up, having the right tools and strategies in place is key to long-term success.
Best Practices
Gather Facility Use Data
Track costs tied to community usage (custodial services, utilities, etc.). Use this data in decisions around future budgets, and structure accurate fee models based on the costs facing your organization.
Consolidate Facility Management Under One System
Reduce software and licensing fees by centralizing your facility management tools onto one platform. If your organization also manages school impact fees, explore DevFees™, Facilitron's purpose-built system designed to simplify and streamline the administration of development and impact fees.
Think About Revenue Sharing
"Revenue Sharing" refers to when school sites receive a percentage of the revenue generated from facility rentals, creating a direct incentive for site staff to actively participate and support rental operations. Revenue sharing has been successful for many of our partners, including Torrance Unified School District and Anaheim Union High School District.
Need to administer development and impact fees?
CLIENT
"The key to a successful program is making sure everyone involved sees the value—both in their work and in the outcomes for students and the community. When site staff, administrators, and community groups are aligned, we create a system where everyone wins."
Van Chu
Anaheim Union High School District
Use Cost Data and Revenue Tracking Tools to Recoup Expenses
Maximize Cost Recovery
Data-driven insights from cost and revenue metrics are essential for elevating your facility management strategy. By regularly reviewing costs, collecting usage data, and analyzing financial trends, your organization can make informed decisions that promote equitable policies.
Best Practices
Regularly Analyze Costs
Your Facilitron account manager can help you conduct an annual operational cost analysis to help your organization set facility fees based on usage and financial data. This data-driven approach ensures your pricing structure reflects the true cost of operations, supports long-term sustainability, and provides transparency for both internal and community stakeholders.
Collect Usage and Fee Data
Comprehensive reports and executive summaries help visualize how facility usage and revenue trends align with your current policies. Having the ability to collect and see the data from utilization hours, fees paid, and general usage patterns can help your organization evaluate policy effectiveness and identify any imbalances. This is critical for making informed financial and operational decisions.
Use Data to Determine Facility Use Fees
Operational cost analysis findings and data from facility use and expense reports can support evidence-based cost recovery decisions. Across the U.S., organizations are successfully recovering facility-related costs from after-hours community use that were previously subsidized by school budgets.
CLIENT
"Access to the data allowed us to change our policies for administering community rental requests...so we could drive more revenue."
Marcus Battle
Associate Superintendent of Business Services, ESUHSD
Reduce Administrative Workload
Save Time on Simple Financial Tasks
Simplify day-to-day finance tasks with built-in automation, online payment processing, and a dedicated support team for renters. Offloading less complex tasks reduces the time your internal teams spend on billing, collections, and renter communications, allowing your staff to focus on higher-level work.
Best Practices
Automate Invoicing and Payment Reminders
Automated invoicing and payment reminders to community renters offload administrative burdens, freeing up finance teams.
Leverage Secure, Online Payment Options
Online payment systems give renters independence and flexibility, allowing them to submit payment at any time using their preferred method of payment. Our finance team also manages physical check payments on your behalf, and Facilitron Support (a customer support team we provide your community users) can help renters with payment and billing questions or issues.
See how Facilitron S&R automates invoicing, payments, and renter support.
Who We Work With
Trusted by facility teams at
FAQ
How does Facilitron help our district recover facility-related costs?
Can Facilitron automate invoicing and payment collection?
Does Facilitron support revenue sharing with school sites?
What kind of financial reporting does Facilitron provide?
Learn more about Facilitron S&R
Learn why thousands of schools and facility owners have chosen Facilitron for their facility management and event scheduling platform.
Want to learn more? Join us for an upcoming webinar