GMAO Cloud: what it is and how it works

Most descriptions of maintenance software are lists of features. They’re not very useful, because every product in the sector has the same words on its list, and none of them explain what actually decides whether the system is going to work in your company: what exactly happens between someone detecting that something is wrong and that job being closed, billed, and provable.

This is a walk through that circuit in GMAO Cloud, in the order it happens.

One: work comes in somewhere

The first point where information gets lost is the entry point. An alert that arrives by WhatsApp to a technician, another by phone to the team lead, and another by email to admin are three jobs nobody can count together.

In GMAO Cloud, everything that needs doing comes in as an incident or is already born as an order. The incident carries its type, priority, client, address, affected equipment, and who’s handling it, and it can come in through several channels: from the backend, from the client portal with its description and photo, or from a mailbox that the system empties and converts into incidents. Statuses carry their maximum time, so what’s overdue can be seen instead of guessed at.

The other source is preventive maintenance, which doesn’t wait for anyone to raise an alert.

Two: preventive maintenance generates itself

This is where the difference lies between a maintenance plan and a list of good intentions. In GMAO Cloud, the checklist is attached to the asset, to its model, or to a whole family of equipment; the frequency is defined — however many days or months, with as many periods as needed per asset — and from there the system generates orders on its own.

Before generating them it checks things that tend to get forgotten in a spreadsheet: whether the due day is a holiday, and whether the assigned technician is available. An inspection scheduled for August 15th, or for someone on vacation, isn’t planning — it’s an order born late.

Each piece of equipment’s checklists cascade: if the specific asset doesn’t have its own, the system looks for its model’s, then its subfamily’s, then its family’s. That way you can define a check for two hundred identical pieces of equipment just once, and fine-tune it only where needed.

Three: the order gets carried out in the field

The work order is the unit everything else revolves around, and its natural place is the technician’s phone, not an office.

In the technician app the technician sees their orders for the day, starts and stops the stopwatch within the order itself, draws material from the warehouse with its batch, fills in the checklist — for preventive orders they can’t close without doing so — attaches photos, checks the equipment history, and collects the client’s signature on screen.

That app works without connectivity. It stores orders, assets, and documents on the device, and every action taken offline goes into a queue that empties on its own once signal is recovered. If something fails to sync, it doesn’t disappear: it gets flagged with the reason, visible. It’s worth being precise here, since it’s a common point of confusion: full offline mode belongs to the technician app. The client portal installs on the device, but it doesn’t work offline.

Four: what was used gets deducted

Material consumption isn’t a separate entry someone makes on Friday: it’s a consequence of closing the order. Items carry their cost and sale price, minimum stock level, original reference number, and brand; those that need it carry a batch with expiration and manufacturing dates. Transfers between warehouses record who requested them and who approved them.

When a purchase is needed, the circuit continues through purchase orders, with their supplier, destination warehouse, and line items. And when the work requires prior client approval, the quote is born from an order and generates another one once accepted, so nothing needs to be typed in twice.

Five: the proof remains

On close, the order has recorded the actual times, the material, the photos, the completed checklist, and the signature. That’s what turns the work into something provable.

Two different things rest on that record. One is legal maintenance: there’s no specific module for it — it’s done with the preventive maintenance mechanism, by attaching the checklist the standard requires and its frequency, and the proof comes from the order history, the checklists, and the asset’s documentation. The other is reports: cost per asset, hours per technician, downtime, MTBF and MTTR, annual preventive plan, anomalies, order log. Over sixty reports with filters and export, plus a dashboard. And if you already use your own BI tool, the data comes out via REST API or direct SQL connection, so you can cross-reference it with production or billing in your own dashboard.

Six: the data flows to wherever it needs to go

A closed job shouldn’t have to be typed in twice to get billed. GMAO Cloud has connectors in production with Business Central and Navision, SAP, Sage X3, Holded, Factura Directa, QuickBooks, and STEL Order, plus systems heavily used in specific niches like Libra, Golden, Progein, or Freematica, Sage 200c through a direct database connection, and a public REST API for everything else.

The scope of each connector isn’t the same, and it’s worth checking beforehand: Sage X3, for example, imports clients, addresses, and items, but doesn’t export work orders. The integrations page has the details.

What’s underneath all of this

Three product decisions that shape everything else.

It’s cloud-based. No server to maintain, no per-workstation installation, and you log in from a browser, phone, or tablet.

It’s not priced per user. Licenses are unlimited across all three plans. It’s not generosity: when each new user costs money, people share accounts, and as soon as three people sign in with the same account the history stops being usable as proof.

Each role has its own entry point. The web backend for whoever plans, the technician app for whoever executes, and the client portal for whoever contracts the service.

GMAO Cloud has been in development since 2016. Today it’s used by over 60 companies, with more than 2.8 million assets under management and more than 370,000 work orders logged during 2025. If you’d like to see it on your own operation, you can request a demo.