Ultimate
Every contractor accountable.
Across every site and program.
Total control and visibility across every contractor, task, and program, with real-time insight into performance, compliance, and risk.
Managing an asset register, inspections, findings, and tasks? See PSSLive+
35+
years in the public sector
140+
UK councils & organisations
50,000
logins per month
8.3/10
average customer NPS
Trusted by teams
across the UK.
PSS
Ultimate
Digital transformation
“PSSUltimate has moved us towards being a virtually paperless service that has two-way real time communication with frontline staff in the field. We now have accurate records of completed works histories for each site we manage and an ever growing database of management information that will help us ensure we can improve the efficiency of the service going forward.”
Barry Emmerson, Grounds Maintenance Service Manager
Islington Borough Council
Trusted by UK public
sector for 35+ years
Every contractor accountable.
Every task proven.
Every job delivered is planned, dispatched, verified, and recorded, creating a complete auditable record of contractor performance and contract delivery in real time.
PLAN
Built around your sites, services, and schedules.
Create structured programs that run continuously across your operations, automatically scheduling tasks to ensure consistent delivery. As contracts evolve, programs can be updated instantly, with full support for ad hoc task delivery where additional work is required.
Programs aligned to contract terms, with task groups for simple deployment
Configurable data capture rules for accurate, complete information every time
Pre-formatted quick notes for consistent, standardised data entry
Custom fields tailored to your operational and reporting needs
Role-based permissions and access controls for governed system use
Built-in quality checks for assurance and compliance
Training roles linked to user qualifications and equipment compliance
DISPATCH
Real-time field communication.
Urgent tasks are sent instantly to the right operative and appear on their device the moment they're raised. The program is live on mobile from the moment it's scheduled. Operatives can capture and submit issue reports directly from the field, visible in the office immediately for review and action. No end-of-day briefings, no printed sheets, just continuous, live operational flow between office and field.
Scheduled tasks appear on devices when due
Urgent work dispatched to the right program, site and operative
Two-way updates between office and field, in real time
Completions, sign-offs and acknowledgements returned instantly
Live status keeps office and field on the same information
Weather conditions feature can be used restrict tasks in unsafe environments
Equipment checks and qualification validation before tasks begin
track
Live proof of work.
Total visibility.
Every site visit, task and inspection verified in real time - GPS-tracked, photo-evidenced, and signed off. The office sees progress as it happens, not at the end of the day. When a call comes to say something hasn’t been done, you know before they do. Work is automatically aligned to scheduled programs, with quality checks and issue resolution built directly into the workflow, ensuring every activity is completed, evidenced, and compliant.
GPS-verified site visits with arrival and departure timestamps
Photo and video evidence captured in the field and synced instantly
Complete Issues directly or raise rectification tasks on the relevant program
Tasks signed off by team leads with full audit trail
Stock requests can be raised from the field
CHECK
Quality grading
and assurance.
Site quality checks grade the standard of work completed at every site, with photo evidence at defined quality tresholds. Completed task checks cross-reference what was signed off against what was actually done. If something fails, a rectification task is raised automatically at the right priority level. This provides a complete, evidence-led view of service quality across all sites, ensuring performance is independently verified at every stage.
Site-level quality checks for KPI and compliance assurance
Photo evidence required at defined grade thresholds
Failed grades automatically trigger corrective actions
Quality outcomes recorded consistently across all sites
Performance scores compared across contractors and service areas
PROVE
KPIs evidenced. Contract review already won.
Filter by contractor, site or service area, report on any combination, and schedule reports to go out automatically. When contract review comes around, the evidence is already built and the KPIs already tell the story.
KPI dashboards by contractor, site, area and service type
Zoho integration - bespoke, automated reporting and scheduled send
Contractor performance scores compared across sites and service areas
Tamper-proof activity log: every action attributed and timestamped
Read-only access and full data export available on request
Download PSSUltimate
Built for how
you work.
PSSUltimate is the only contractor management system built in conjunction with local authority grounds and facilities teams. Your day-to-day actual workflows - programs, quality checks, rectification tasks, and performance reporting - are built in as the core product structure. When a tenant complains or a contract dispute arrives, the record is already there.
Grounds Maintenance
Plan, deliver, and evidence grounds maintenance work through program tasks, quality checks, and rectification actions.
Estate Maintenance
Program and task management across estates: housing blocks, communal areas, shared facilities, and everything in between.
Specialist additional modules available - built in collaboration with the teams who use them.
The modules that
make it yours.
Additional modules are available to purchase separately, ready to integrate directly with your core PSSU setup. Every service area has its own workflows, its own compliance obligations, and its own way of working.
Inspections Module
The Inspections Module for PSSUltimate allows you to schedule inspections for sites and equipment, all configured to your risk policies and compliance obligations. Failed checks automatically linked to the Issues module to generate follow-up actions, so nothing falls through the cracks.
Stock Management
The Stock Module for PSSUltimate gives you control over consumable and non-consumable stock, visible from the office and the field. Operatives request items via the mobile app; managers approve and allocate. Levels, locations, and expiry tracked in one place, and usage reported against the programs and service areas they support.
Equipment Module
The Equipment Module for PSSUltimate gives you and your team the ability to manage inventory, maintenance and service requirements and records. It can be combined with user training records and requirements ensuring operatives are only permitted to carry out checks or equipment they are cleared to use.
Attendance Module
The Attendance Module allows you to track everything from site arrival, to departure, to travel time. All logged from the mobile app as teams move through their day. Activities recorded against programs and sites for a complete picture of time spent on the ground. Configure attendance types to match how your operation runs.
Issue Module
The Issue Management module extends PSSUltimate so that problems identified in the field are quickly recorded, communicated to the office, and managed through to resolution. It improves communication between field and office teams, keeps issues visible and prioritised, and provides clear tracking of what was reported, by whom, and when so the right work gets done at the right time.
Transparent pricing.
No surprises.
Annual Licence
For local authorities, housing associations, and organisations managing multiple contractors and service areas. Fully configurable - your licence is built around the modules your team actually needs.
From £15,000 (for core modules)
+ VAT · Fully itemised quote provided per organisation.
50 mobile users included as standard, additional users can be purchased
iOS and Android mobile app included
Core modules: Sites, Programs, Tasks, People, Map & Config
Additional modules: Equipment, Issues, Attendance, Inspections, Stock
Includes Zoho reporting with 5 users as standard
Named account manager with unlimited support
Setup and onboarding support provided
Available on G-Cloud
Government Commercial Agency approved. No tender required.
Questions we get asked.
Answered directly.
What is PSSUltimate?
PSSUltimate is a contractor and operational management system for local authority and housing association teams. It brings together programs of work, tasks, inspections, issue reporting, stock and equipment management into one platform - giving full visibility and control over day-to-day service delivery across multiple contractors and service areas.
What does PSSUltimate actually do?
It manages, tracks and evidences everything your contractors deliver. Programs, tasks, inspections, site activity and reporting all sit in one structured system. so nothing gets missed, nothing goes unrecorded, and performance is visible in real time.
Is PSSUltimate suitable for different service areas like grounds, estates, and facilities?
Yes. PSSUltimate is modular by design - built around grounds maintenance and estate management as core service areas, with add-on modules available for inspections, issues, stock, equipment and attendance. You buy what your operation needs.
Can we use PSSUltimate offline in the field?
Yes. The mobile app works online and offline - inspections and tasks can be completed on site without signal, and data syncs automatically when connection is restored.
Can we import existing program and task data?
Yes. Import spreadsheets are available to make initial setup quick and straightforward.
Is PSSUltimate available through public sector procurement frameworks?
Yes. PSSUltimate is available via the Government Commercial Agency G-Cloud framework - no tender required.
Any more questions?
Contact us
Any questions?
Call us to speak to a specialist.
Our team understands your organisation, assets and people, not just from support requests, but from years of working closely within your sector. If you need help, give us a call. If you’re new to PSS or exploring how we can help, we’re here to answer your questions and guide you.
“The staff at PSS, are always on hand to offer support as and when it is needed. Any issues we may be facing are resolved quickly and efficiently and are always dealt with in a positive and friendly manner, nothing is too much trouble. The service they provide has always been first class.”
Wayne Hock
No tender required.
PSS is a G-Cloud supplier.
UK councils and public sector organisations can procure PSS directly through the Government Commercial Agency framework.
G-Cloud meets the government's security and compliance standards, so your IT and procurement teams have everything they need. You find the right solution. You buy it.
