Compliance records were held in a mix of spreadsheets, email threads and scanned documents on a shared drive. Each property had certificates with different renewal intervals, and knowing what was due meant someone checking manually.
The risk was not that a certificate was missing. It was that nobody could prove, quickly, that it was not. Preparing for an audit took days of searching, and a lapsed renewal was usually discovered after the date had passed.
We built a single system that holds every property, its certificates and its inspection history, with renewal intervals attached to the certificate type rather than remembered by a person.
Documents are uploaded against the property and the certificate they evidence, so the record and the proof stay together.
Renewal dates are calculated from the certificate, and upcoming expiries surface before they lapse rather than after.
Role based access, so contractors can submit evidence without seeing the rest of the portfolio.
An audit view that assembles the current position for a property or the whole portfolio on demand.
The work was delivered in stages, starting with the record itself so the team could stop using spreadsheets early, then adding reminders and reporting once the data was trusted.
The practical change is that the question “is this property compliant” has one answer in one place, and it can be produced during a call rather than after a day of searching.
Compliance status for any property is available immediately, with the evidence attached.
Renewals are visible before they expire rather than discovered afterwards.
Audit preparation is a report rather than a search.
Contractors submit evidence directly, removing a round of email forwarding.
Specific figures for time saved are the client’s to publish, so they are not quoted here.