Gfacility vs Ultimo: unified ITSM, FM and Workplace

Gfacility vs Ultimo

Ultimo (now part of IFS) is a strong Dutch enterprise asset management (EAM) platform with deep maintenance and asset roots. Gfacility is built for the team that wants IT, Facility and Workplace on one engine with autonomous AI agents that resolve service requests end-to-end, in addition to running asset and maintenance flows.

AI Act-ready

EU-first hosting

ISO 27001

GDPR

At a glance

Cross-domain by default

IT, Facility, Workplace and Visitors on one engine. Ultimo is EAM and maintenance-first; ITSM and Workplace are not the core.

Autonomous AI, not just workflow

Gfacility AI agents close requests end-to-end. Ultimo's AI work is in development, primarily focused on maintenance analytics and predictive insights.

Live in weeks, not quarters

Native importer for Ultimo assets, work orders and maintenance plans. Cutover with hypercare in two weeks; Ultimo rollouts typically run 3-9 months.

Predictable, transparent pricing

Transparent per-user pricing, no module add-ons. Ultimo is module-priced across maintenance, safety, compliance and asset lines, typically on enterprise contracts.

Detailed comparison

Gfacility vs Ultimo
	Gfacility	Ultimo (IFS)
Domain scope	IT + Facility + Workplace + Visitors on one engine	EAM and maintenance-first; safety, compliance and energy modules
AI approach	Autonomous AI agents that close requests end-to-end	AI features in development; predictive maintenance is the primary thread
Time to first value	Live in weeks with hypercare	3 to 9 months typical, often partner-led
Pricing model	Transparent per-user pricing, no module add-ons	Module-based pricing across EAM, maintenance, safety and compliance
Total cost trajectory	Predictable - one bill, no per-action upcharges	Enterprise contracts that scale with module adoption and asset count
Platform model	True SaaS - single version, AI-native from day one	SaaS today, with on-prem heritage; part of IFS since 2022
Maintenance / EAM depth	Strong on the workplace and facility surface; not a pure EAM	Deep - core of the product, with safety and compliance modules
ITSM capability	Full ITIL 4 - incident, change, problem, request, knowledge, live CMDB	Limited; typically paired with a separate ITSM tool
EU data residency	EU-first, ISO 27001, GDPR baked in	Dutch-headquartered, EU-hosted, strong EU compliance posture
Migration from Ultimo	Importer for assets, work orders, maintenance plans and PM schedules	n/a (source system)
Best fit for	Mid-market and enterprise teams unifying IT, Facility and Workplace	Asset-heavy organisations where EAM and maintenance are the primary use case

EAM strength vs cross-domain breadth

Ultimo is a real EAM. Maintenance planners, safety officers and compliance teams use it because it does asset-heavy work well, with deep PM schedules, work-order management, safety modules and compliance trails. Gfacility is not an EAM in the same depth. What Gfacility brings is breadth: IT service management, facility helpdesk, workplace bookings, visitor management and an asset/CI inventory on the same engine. If asset-heavy maintenance is the primary brief, Ultimo can be the right answer. If you also need ITSM and Workplace on one engine, that is where Gfacility fits.

AI agents that close work, not just predict it

Ultimo's AI roadmap leans on predictive maintenance - using sensor and historical data to anticipate failures. Gfacility AI agents take action across the service surface: classify and route incidents, resolve routine facility requests, allocate rooms, handle visitor exceptions. The two approaches are complementary on paper; in practice, organisations swamped by L1 facility tickets and workplace requests close more volume with autonomous agents than with predictive analytics alone.

ITSM is in scope from day one

Ultimo can route a request, but ITSM is not the core. Most organisations using Ultimo for FM pair it with a separate ITSM platform like TopDesk or ServiceNow, which means two backlogs, two CMDBs and two dashboards. Gfacility ships full ITIL 4 capabilities - incident, change, problem, request, knowledge and a live CMDB - alongside Facility and Workplace on the same engine.

Pricing that does not punish you for module sprawl

Ultimo's pricing is module-based across EAM, maintenance, safety, compliance and energy lines, typically on enterprise contracts. Gfacility prices per user transparently, with AI agents on a separate predictable line. The total bill scales with your service team, not with how many modules you switch on.

Implementation: weeks, not a quarter

Ultimo rollouts are typically partner-led with the configuration depth that comes with an enterprise EAM. Gfacility's importer pulls assets, work orders, maintenance plans and PM schedules into the Gfacility data model. Most cutovers run inside two weeks with a single solution architect.

When Ultimo is the better fit

Ultimo earned its position in EAM and there are scenarios where it is the right answer.

Asset-heavy maintenance is the primary use case and the depth of Ultimo's PM, safety and compliance modules is the deciding criterion.

Your operation is regulated and the audit trails around safety, compliance and HSE are non-negotiable.

You already run an ITSM platform separately and have no plans to consolidate IT, Facility and Workplace into one engine.

You value the IFS ecosystem and the established Dutch partner network around Ultimo.

Moving from Ultimo to Gfacility

We import Ultimo assets, work orders, maintenance plans and PM schedules into Gfacility. Most cutovers finish inside two weeks.

Typical cutover: 7-14 working days from kick-off to hypercare.

Week 1 - Discovery and import

Map Ultimo asset hierarchies, work-order templates, PM schedules and compliance flows to Gfacility. Run the importer against a sandbox tenant and validate.

Week 1-2 - Workflow and AI activation

Configure the AI agents for facility and maintenance queues. Wire up Outlook, Teams and approval flows; validate notifications and routing.

Week 2 - Cutover and hypercare

Switch DNS, SSO and mail routing. Daily standups for the first week from a Gfacility solution architect to keep facility and maintenance metrics stable.

Frequently asked

Is Gfacility a real alternative to Ultimo?

For organisations that want IT, Facility and Workplace on one engine with autonomous AI and a fast rollout: yes. For asset-heavy maintenance with deep safety and compliance requirements as the primary use case: Ultimo is often the right answer.

Can we migrate our Ultimo assets and maintenance plans?

Yes. Gfacility's importer brings assets, work orders, maintenance plans and PM schedules from Ultimo into Gfacility. Most cutovers finish in 7-14 working days.

How does Gfacility compare to Ultimo on maintenance depth?

Ultimo has deeper EAM and maintenance functionality. Gfacility covers maintenance as part of the facility surface, with full asset and work-order management on the same engine as IT and Workplace. For asset-heavy operations, Ultimo is stronger; for cross-domain consolidation, Gfacility wins.

Is Gfacility cheaper than Ultimo?

Gfacility prices per human agent with transparent per-user pricing and no module add-ons. Ultimo prices per module across EAM, maintenance, safety and compliance lines. For organisations consolidating IT + Facility + Workplace, Gfacility is usually materially cheaper.

Where is Gfacility data hosted?

Production data is hosted in the EU with ISO 27001 and GDPR baked in. Ultimo is Dutch-headquartered with strong EU compliance; both vendors are EU-first.

How long does a Gfacility rollout take vs Ultimo?

Gfacility rolls out in two weeks with a single solution architect. Ultimo implementations typically run 3-9 months, often partner-led, reflecting the depth of EAM, safety and compliance configuration.