How Reality Capture Improves Facility Management & Maintenance

Facility maintenance teams need to keep buildings running while somehow upgrading systems that should've been replaced years ago.

This problem hits hardest with older buildings. Manufacturing plants built 20+ years ago have HVAC systems that waste energy, electrical systems that can't handle modern equipment, and outdated parts that cost more every year. 

Commercial buildings are in a similar boat. Office buildings suddenly need to work for hybrid employees. Healthcare facilities need updated emergency systems and compliant disaster plans. 

These aging systems aren’t just inefficient—they're getting more expensive to maintain every year. Rising labor and materials costs, plus an unpredictable economy, make it even harder to balance upgrades with day-to-day operation:

• Facility management costs have risen 21.7% since 2019 

• Maintenance expenses will increase by 17% by 2029

Traditional facility management still relies on paper records, Excel spreadsheets, and whoever remembers where things are. It's not working anymore.

That's where reality capture technology comes in.

In this guide, you'll learn how reality capture cuts facility costs, prevents maintenance emergencies, and helps your teams work together more effectively—even when budgets are tight and expectations keep rising.

Benefits of reality capture in facility management 

Reality capture is a type of advanced photography that captures depth and space, not just flat images. The technology captures everything: pipe layouts, electrical panels, HVAC systems, and even furniture placement. 

These models are called “digital twins” which you can navigate like a video game. They are highly accurate virtual copies of your real building that allow you to click on any piece of equipment to see its details and measure distances with precision. 

Need to check a valve in the basement? Just open your digital twin. No more trekking downstairs or calling around to verify equipment specs.

As a facility manager, you'll be able to inspect mechanical rooms from your office, show contractors exactly where problems are located, and document equipment conditions over time. 

Provides visual records and documentation for everyday operations

Maintenance teams waste hours hunting through filing cabinets for equipment specs, calling contractors to verify pipe sizes, and sending technicians on-site just to check basic measurements.

Digital twins eliminate this inefficiency by capturing everything online—every valve, panel, and piece of equipment in accurate 3D detail. Automatic documentation preserves equipment locations, maintenance histories, and operational insights in a visual format that every team member can immediately understand and use.

BIM files from your digital twin replace drawings with accurate as-built records your teams can access from anywhere. API and SDK integrations connect visual data directly to your work orders, asset registers, and maintenance schedules.

This isn’t theoretical; real companies have proven ROI for years. For example, Metsä Board cut travel costs by 50% because teams could verify equipment details remotely. They also used to spend 20% of their time just measuring, a task that can now be done in a few clicks.

How reality capture makes documentation easier:

• Remote information access: Teams verify measurements and equipment specs without site visits

• Integrated workflows: Visual data connects directly to existing work orders and maintenance systems

• Preserved institutional knowledge: Decades of facility expertise remains accessible when staff retire

Improves facility asset management

Critical repairs get delayed while you hunt for basic information. When the main chiller starts making strange noises, you're digging through three different filing systems to find the service manual, calling the vendor to verify model numbers, and hoping someone remembers when it was last serviced. 

Using annotations and tags makes maintenance easy. Check out this video to see how to add equipment documents, schedules, and service history directly to the 3D model:

Wesbuilt Construction proved this approach works at scale. 

Their firm achieved a 61% reduction in document errors and a 36% reduction in rework hours by maintaining comprehensive digital asset records from day one. Their facility handovers now include complete equipment documentation that operations teams can access immediately.

How digital twins improve asset management:

• Instant equipment information: Click any asset to access specifications, service history, and documentation without searching files

• Seamless facility handovers: Complete digital records transfer from construction to operations with zero lost information

• Centralized asset control: Generate reports, track compliance, and coordinate contractors from one visual platform

Enables proactive facility maintenance

Without real-time equipment visibility, you’re always reacting instead of preventing. Which is a problem because preventive maintenance can reduce costs by 25-40% and improve equipment reliability by 60-80% compared to reactive approaches.

Using a digital twin with IoT-enabled sensors means you always know when there’s an issue with performance. IoT systems also increase the sophistication of your operations, saving operational time and reducing hard costs such as electricity and water.

When doing maintenance, tools like automated measurements help you plan far in advance, so technicians always arrive fully prepared. Test measurement mode below by clicking the ruler icon in the bottom left and pressing the plus sign. 

How proactive maintenance becomes manageable:

• Remote repair planning: Teams measure, assess, and plan repairs from the office, eliminating multiple site visits

• Visual equipment analysis: Historical imagery reveals wear patterns before they become emergencies

• Integrated system maintenance: IoT alerts combine with visual context to enable comprehensive repairs instead of quick fixes

Optimizes space utilization and planning

Without accurate usage data, you're making space decisions based on guesswork rather than reality. Regular scans capture how your facility actually gets used, not just how it was designed. This real-world usage data reveals optimization opportunities that traditional space planning methods miss completely.

BIM exports provide precise measurements for renovation planning, helping you maximize every square foot. Whether reconfiguring offices for hybrid work or optimizing warehouse layouts, you'll have accurate spatial data for informed decisions.

How space optimization becomes data-driven:

• Usage pattern analysis: Visual data reveals underused areas for repurposing and overcrowded zones needing attention

• Accurate renovation planning: Precise measurements and spatial context enable maximum square footage utilization

• Dynamic space allocation: Real-time occupancy data enables responsive space management and energy optimization

Brings transparency to vendor and contractor coordination

Project delays multiply when everyone has different assumptions about conditions.

Digital twins require no special software; contractors access facility details from smartphones, arriving prepared with appropriate materials and realistic expectations.

Contractors can see exactly what needs attention and where, eliminating back-and-forth communication. Visual progress tracking makes accountability transparent, as before-and-after documentation shows completed work and streamlines invoicing.

How contractor coordination becomes seamless:

• Universal access: Web-based viewing requires no software, enabling immediate collaboration from any device

• Visual work orders: Tagged issues with photos eliminate miscommunication about scope and location

• Transparent progress tracking: Before-and-after documentation ensures accountability and simplifies project management

Streamlines employee onboarding

New employee orientation wastes hours walking through facilities, explaining equipment locations, and reviewing safety procedures that people forget by their first day. 

3D walkthroughs let new team members explore facilities remotely before starting, reducing learning curves and improving safety awareness. Interactive digital environments help employees identify hazards, locate emergency equipment, and practice evacuation procedures with better information retention.

How employee onboarding becomes efficient:

• Virtual facility exploration: New employees learn layouts and procedures before their first day, accelerating productivity

• Interactive safety training: Immersive hazard identification and emergency procedures improve retention and reduce accidents

• Preserved institutional knowledge: Visual documentation prevents expertise loss during staff turnover

Informs emergency preparedness

These same immersive walkthroughs that train employees also prepare emergency teams. Outdated floor plans and missing equipment locations create dangerous delays during emergencies. First responders waste critical time searching for exits, shut-offs, or safety equipment while crisis teams work from conflicting building information.

Pre-planned evacuation routes based on current conditions ensure emergency procedures reflect reality. 

How emergency and disaster response improves with reality capture:

• Current evacuation planning: Routes reflect actual conditions, not outdated drawings

• Tagged safety equipment: Emergency resources are verified and instantly locatable

• Remote responder access: Crisis teams coordinate with accurate, current facility information

Unlocks cost savings

Facility costs keep rising while budgets stay flat. Preventive maintenance strategies save $5 for each $1 spent. Reality capture makes these strategies more effective through comprehensive visual planning.

Travel expenses for routine inspections, emergency repair calls, and contractor coordination drain resources. Poor maintenance planning leads to equipment failures, costly downtime, and premature replacements.

Digital twins eliminate unnecessary site visits through remote verification and planning. Better coordination means faster repairs completed on the first visit, reducing labor costs and operational disruptions.

How costs decrease systematically:

• Eliminated travel expenses: Remote verification and planning reduce unnecessary site visits by up to 50%

• Faster problem resolution: Prepared technicians complete repairs efficiently on first visits, minimizing downtime

• Extended asset lifespans: Visual maintenance planning and accurate documentation prevent premature equipment replacement

How to integrate reality capture in your facility management process in 5 steps

While the software behind a digital twin is complex, creating one yourself is easy. In these 5 steps, we’ll help you understand how to create, integrate, and use a digital twin to make measurable improvements to facility maintenance. 

1. Plan your reality capture strategy

Before you start capturing a digital twin, you need to identify which areas of your facility will deliver the most value and develop a strategic approach to implementation.

Start by identifying your target areas based on operational impact:

• MEP zones with complex piping, ductwork, and electrical systems, where visual documentation saves troubleshooting time

• High-traffic areas like lobbies, corridors, and common spaces that require frequent monitoring and updates

• Asset-dense spaces such as server rooms, mechanical rooms, and equipment storage, where precise documentation prevents costly mistakes

Next, create a scanning frequency that matches your operational needs. It’s rare that every space undergoes the same level of historic wear and tear. For example, teams typically rescan high-traffic lobbies monthly to capture wear patterns and layout changes, but only scan mechanical rooms twice a year to document equipment modifications. 

Finally, predict your ROI targets and outcomes by calculating the specific value you expect to achieve—travel reduction savings through remote inspections, downtime avoided through better maintenance planning, and time savings from faster issue identification. These metrics will help you justify the investment and measure success.

Pro tip: "Behind-the-scenes" areas often contain your most critical and expensive infrastructure, and having accurate digital documentation of these spaces delivers the highest ROI for facility management teams.

2. Make a digital twin of the facility

You have several options for creating digital twins, depending on your accuracy requirements and internal resources.

For enterprise-level facility documentation, use the Matterport Pro3. This is your best choice for high-accuracy scanning that captures facilities to millimeter precision. The Pro3 excels at scanning large facilities quickly and can handle both indoor and outdoor spaces, making it ideal for comprehensive documentation. Its advanced scanning capabilities ensure you get the detailed digital twins necessary for critical facility management decisions.

If you want to start small, the Matterport mobile app provides a low-barrier entry point for proof of concept. You can experiment and understand how features like tagging and measurements will work for your specific use case. It's free to use and gives you hands-on experience with the platform before making larger investments.

Finally, consider Capture Services if your team is already stretched thin. Rather than training internal staff, you can hire certified technicians to capture your digital twins and build out BIM files for your building. This low-lift option allows you to focus on using the digital twins rather than creating them.

Pro tip: Matterport's Automated Measurements are massive time-savers because they automatically generate precise dimensions throughout your space, eliminating the need for manual documentation and walkthroughs.

3. Annotate the space

Establish clear policies around tagging and annotating your digital twin to ensure consistency across your team. Begin by conducting a digital walkthrough and systematically tagging all points of interest using your established standards.

Use concrete tagging strategies for maximum utility. Here are some practical examples of tags and relevant information you want to include: 

• HVAC units: Tag each unit with serial numbers, maintenance schedules, filter replacement dates, and manufacturer warranty information

• Safety documentation: Link OSHA safety documents directly to relevant equipment, creating instant access to compliance records during inspections

• Fire suppression systems: Annotate sprinkler heads, alarm panels, and emergency equipment with testing dates, inspection records, and contractor contact information

• Electrical panels: Document circuit breakers, voltage specifications, and shutdown procedures for maintenance safety

• Plumbing systems: Mark shut-off valves, water heater specifications, and recent repair history

Done right, you'll have a comprehensive record of your facility maintenance activities, with all relevant documentation, notes, and schedules attached to their precise physical locations. This creates a single source of truth that eliminates time spent searching for equipment manuals, maintenance logs, or safety protocols.

Pro tip: Leverage Matterport's Tags Import/Export tool for seamless collaboration. This feature allows you to update annotations across rescans, ensuring that when you capture updated digital twins, your existing documentation transfers over automatically. 

4. Use digital twins and BIM for facility management workflows

Transform your digital twin from a documentation tool into an active workflow enhancer by integrating it with your facility management processes. 

Integrate with your CMMS: When you link annotations to maintenance requests, contractors arrive with a visual context of equipment location, access routes, and relevant documentation. This significantly reduces diagnostic time and ensures technicians bring the right tools and parts, eliminating the need for return trips. Organizations have seen a 60% decrease in facility maintenance planning time when using digital twin integration.

The general process is as follows:

1. Export annotation data using Matterport's Tags Import/Export tool

2. Map digital twin locations to your work order system's asset database

3. Configure automatic attachment of visual context (photos, 3D views, measurements) to maintenance requests

4. Train technicians to access digital twin views before arriving on-site

Integrate with 3D software using BIM: You can accelerate renovation planning with BIM integration by using Matterport's auto-generated BIM files to cut compliance documentation time from weeks to days. 

Here’s how: 

1. Export .E57 or Revit formats directly from your digital twin

2. Import files using the Revit Plugin for immediate design work

3. Share updated plans with architects and contractors in real-time

4. Use precise measurements for accurate material ordering and cost estimation

This process ensures quicker approval cycles for renovations and reduces the back-and-forth with design teams. ID Plans achieved up to 30% time savings in design and construction planning using Matterport's BIM workflow integration.

Integrate with IoT devices: To enable predictive maintenance through IoT integration, link IoT sensor data to your digital twin to predict equipment failures before they disrupt operations:

1. Identify critical equipment for sensor installation (chillers, boilers, electrical panels)

2. Connect sensor feeds to your digital twin using Matterport's 3rd party integrations and API

3. Set up visual dashboards that overlay performance data onto 3D equipment locations

4. Configure alerts when sensor readings indicate potential failures

For instance, when you connect chiller temperature sensors to your digital twin, you can visualize performance trends spatially and predict failures in advance, significantly reducing emergency call-outs and preventing costly unplanned downtime. Danone achieved a 50% reduction in in-person site visits and saved 4 hours a day in planning through digital twin implementation.

Pro tip: Start with one core workflow before expanding. Choose maintenance requests, staff onboarding, or routine inspections as your pilot workflow. Master this integration before scaling to more complex processes.

5. Analyze and improve

Track the KPIs facility managers already monitor to measure your digital twin's impact on operations. These familiar benchmarks will clearly demonstrate ROI and help you refine your approach.

Focus on metrics like:

• Mean time to repair (MTTR)

• Work order completion time

• Asset availability/uptime

• Maintenance backlog

• First-time fix rate

• Vendor rework rate

• Maintenance cost per square foot

During this optimization phase, you should revise your scanning frequency based on actual facility change patterns and user feedback. Some high-activity areas may require more frequent updates than initially planned, while stable zones can extend their scanning intervals.

Digital twins become even more valuable for multi-site operations, where you can standardize processes, compare performance across locations, and leverage insights from one facility to improve others. This portfolio-wide approach amplifies your ROI and creates consistency in maintenance practices across all properties.

Metsä Board, a leading European paperboard manufacturer, implemented Matterport's digital twins across their operations and achieved remarkable results. They cut travel costs by 50% by enabling remote facility inspections and maintenance planning. The digital twins allowed their teams to collaborate effectively across multiple sites without the time and expense of physical travel.

You can apply similar strategies in your operations by using digital twins to reduce site visits, improve cross-team collaboration, and make data-driven maintenance decisions that scale across your entire facility portfolio.

Pro tip: Consider advanced integrations like AWS IoT TwinMaker for sophisticated analytics and predictive maintenance capabilities. These platforms can analyze patterns across multiple facilities and provide actionable insights for strategic facility management decisions.

Supercharge facility maintenance with reality capture

Control rising facility costs with a smarter approach. Reality capture technology gives you a digital source of truth to streamline maintenance, cut emergencies, and keep your buildings running efficiently.

Get in touch to get a free demo and discover how Matterport digital twins can deliver excellent ROI for your maintenance strategy.