Documents and certificates

Every document your
business has to produce.

Certificates, permits, orders, applications and site records. Fifty-eight document types, generated from data your people already captured, on your letterhead, and findable years later.

See your documents in a demo → Ask for a quote

Construction documents and certificates produced in Unibuild

In plain terms

Document and certificate software makes every document a trade firm issues from the record behind it, on its own letterhead. Unibuild’s does that for UK trades and specialist contractors of 5 to 300 people, signed on the phone where the work was. Users are unlimited, inside one monthly figure, with a 14-day trial and no card.

Problems we solve

Eleven document and certificate problems. All eleven solved.

From the retention held for a late manual to the certificate nobody can find.

Retention held until the O&M manual turns up.

Solved Filed against the job as each document is issued, so handover is an export.

Job finished. Certificates to follow.

Solved EIC and Minor Works certificates made on site, finished when saved.

Built to revision B. Revision C came out on Tuesday.

Solved Drawings held on the job, with the current revision on the phone.

The PQQ wants current cover. It ran out last month.

Solved Your insurances and accreditations watched, each with its own warning period.

A subcontractor on site with cover that ended in October.

Solved Expired cover takes them off the approved list overnight.

A higher-risk building, and the records are in boxes.

Solved Records attach to the job as the work happens, digital from the start.

An insurer asks for a certificate from three years ago.

Solved Reproduced from the record, identical, from the same reference.

“We never received the certificate.” The invoice waits.

Solved Every send logged, with the attachment and the exact wording.

Nobody signed on the day. Now the invoice is queried.

Solved The client signs on the phone before the engineer leaves site.

Retyped from a carbon copy, with the wrong address.

Solved Entered once on site, and the certificate is made from that record.

Site records in WhatsApp groups and on personal phones.

Solved Held against the job, with access that ends when somebody leaves.

11/11Solved in one module

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See a certificate made on site and found again in the demo, then ask for a figure.

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What it replaces

The document and the record
are usually two different things,
which is the whole problem.

The gas record

A duplicate pad in the van. The carbon copy comes back in three weeks looking like it has been sat on.

Retyped

Certification software

A separate package that knows nothing about the job, so the address and client are typed a second time.

Double entry

Permits

A template on a shared drive. Last month's copy gets a new date and keeps the old site.

Wrong on the page

Purchase orders

A spreadsheet with a logo pasted in the header. Two buyers have it open, so the numbers collide.

Duplicate references

Toolbox talks

A printed sheet with signatures on it, scanned if anyone remembers. Last March takes a day to find.

Unfindable

Eighteen months later

A client asks for a certificate. It is in an outbox, on a desktop, or gone.

Cannot produce it

The fix Make the document a rendering of the record Not a re-entry of it

Gas safety recordsF-Gas log booksFire door recordsHot work permitsWork at height permitsLadder permitsDay work sheetsEngineer reportsSite surveysSite diariesCall-out sheetsPurchase ordersGoods received notesSubcontract deedsPayment certificatesApplications for paymentInvoicesDelivery notesCollection notesTimesheetsTraining matrix Gas safety recordsF-Gas log booksFire door recordsHot work permitsWork at height permitsLadder permitsDay work sheetsEngineer reportsSite surveysSite diariesCall-out sheetsPurchase ordersGoods received notesSubcontract deedsPayment certificatesApplications for paymentInvoicesDelivery notesCollection notesTimesheetsTraining matrix

How it works

Six properties that follow
from one design decision.

The document is generated from the record every time it is asked for. Everything below is a consequence of that.

The record and the
document cannot disagree

The PDF reads the live record directly. There is no export step, no stored copy that drifts, and no possibility of a certificate saying something the system does not.

No transcription step and no transcription error
The engineer enters it once, on site
Reissued a year later, identical
The office is not the bottleneck

Generated, not assembledLive

Numbering issued
by the system

The system issues the numbers, in sequence, with a separate series for each document family.

Two people cannot raise the same permit number
A missing number in a series is visible
The number is a real identifier that finds the record
Your existing sequence can be continued at go live

References you can trustLive

Signed where
the work was

The engineer signs on the phone screen. Where the form requires it, the client signs underneath before the engineer leaves site.

The signature image drawn into the PDF
With the signatory's printed name and the date
More than thirty forms carry a signature
A signed day works sheet is a paid day works sheet

Worth more than one obtained laterLive

Your letterhead,
not ours

Each document family carries its own designed A4 artwork, with your logo, colours, accreditation marks and typefaces embedded in the PDF.

Full bleed artwork rather than a logo in a corner
Your typefaces embedded, not substituted
Your accreditation marks where they belong
A design step at setup, done with you

Clients see your documentLive

Photographs in
the document

Site photographs are attached to the record and printed in the report, captioned and in order, rather than living in a message thread.

Full appendix pages on reports and site records
Grouped under the visit they belong to on assets
The picture of the defect is in the report of the defect
1,634 photographs on fire door records alone

Evidence, attachedLive

Every send
on record

Every outbound message is logged with the recipient, the subject, the attachment, the exact content and the send result.

1,783 messages logged, 1,161 carrying an attachment
The covering wording is recoverable, not just the fact
We never received it becomes a two minute answer
Clients pull their own copies from their portal

Proof it was issuedLive

What actually gets produced

Fifty-eight document types.
The main ones, grouped the way
a contractor thinks about them.

The commercial documents come out of the modules that make them: the order from the purchase order software, the payment certificate from the subcontract ledger, the application from the valuation.

Site operative reading a dimensioned drawing detail from a clipboard

Statutory and certificated

Domestic gas safety recordCommercial gas installation reportElectrical Installation CertificateElectrical Installation Condition ReportMinor Works CertificateF-Gas and REFCOM log bookFire door maintenance recordChlorination certificateEmergency lighting checklistAccident and incident reportNear miss report

Safety control documents

Hot work permitWork at height permitTask specific ladder permitTask specific steps permitLone working permitGeneral permit to workLimitation of accessToolbox talk registerDynamic risk assessment

Site records

Day work sheet, priced and unpricedEngineer's reportSite survey reportSite diaryCall-out sheetMaintained asset reportSite poster with QR codesAsset labels

Commercial

QuotationPurchase orderGoods received noteSubcontract order deedSmall works orderSubcontractor invoicePayment certificateApplication for paymentSales invoicePayment receiptReimbursement claim

Stores and logistics

Delivery noteCollection noteStore collection noteStore return noteDamage report

People

Weekly timesheetPayslip style summaryA3 training matrixA3 e-learning matrix

The one that gets remembered

The training matrix exports as a single A3 landscape page, colour coded green, amber and red, with the expired and expiring counts printed at the top. Thirty staff fit on one sheet. It is the document a main contractor asks for at the pre-start meeting and the one a scheme assessor opens first. Producing it is one button rather than a morning in a spreadsheet.

Client testimonial

SME Building Services,
in their own words.

Niki Scarth, office administrator at SME Building Services, standing in the firm’s Croydon office with the SME Building Services mark on the wall behind her — **Niki Scarth**Office administrator, SME Building Services LtdCroydon · on Unibuild since 2023
Read the SME case study

It has always been a pleasure to work with Darshan and his team to create our completely bespoke system, which I can only describe as brilliant.

The system is constantly growing and improving. Whenever we need something added or changed, whether it's a new form that would work better for us or a new idea to improve the way we work, Darshan works his magic and makes it happen!

It has genuinely changed the way we work for the better, improving our record-keeping, automating processes and standardising practices across the company, saving us both time and money.

It's also improved the service we provide to our clients, who love being able to view their job and asset information live, at the click of a button.

Thank you, Unibuild!

Questions

Asked before anybody
trusts a document engine.

Is this construction document management, or certification software?

Both jobs, one record, for UK trades and specialist contractors with construction one of them. Unibuild generates every titled document the business produces, fifty-eight types, from the live record rather than a second package. Document control is covered too: one number per series, one current version, and the certificate still findable years later. Your policies, accreditations and insurances are held here as well. An updated policy is kept as a new revision, and the current version reaches every phone.

What does it cost?

One monthly figure, quoted in writing, fixed for three years, unlimited users. No per-user charge, and no charge per document or certificate issued.

Is there a free trial?

Yes, 14 days of the full platform, no card. Make a certificate on the phone on a live job and watch it filed against the job and emailed from the system.

How long does it take to go live?

Most firms go live in about two weeks, in phases. The document artwork is a design step we do with you during setup, and your existing numbering continues from where your current system left off.

Are certificates finished on site, or written up later in the office?

On site. EIC, EICR and Minor Works Certificates, gas records, reports and permits are completed on the phone where the work is, and finished the moment they are saved. The engineer signs on the screen and, where the form needs it, the client signs underneath before the engineer leaves. The signature is drawn into the PDF with the printed name and the date, so the sheet reaches the office already signed.

Can we prove a certificate was sent?

Yes. Documents are emailed from the system, and every send is logged with the recipient, the attachment and the exact wording. When a client says it never arrived, the answer takes two minutes. The documents you send most often go out automatically, set up during configuration, and clients can print another copy from their own portal.

Can two people create the same document number?

No. The system issues each series in sequence, one per document family, and nobody can type over the reference on the form. A missing number in a series is visible. At go-live your existing numbering can continue from wherever your current system left off, so there is no gap and no duplicate on day one.

An insurer asks for a certificate from three years ago. Can we produce it?

Yes. The document is generated from the record whenever it is asked for, so it comes back identical, from the same reference. Records are archived rather than deleted, so a project closed three years ago is still complete when a defect claim arrives. Unibuild keeps every record and log for seven years.

What happens when an insurance or accreditation runs out?

Your own insurances and accreditations sit on registers checked every night, each with its own warning period, and reminders go to the people named on each record. A subcontractor holding an expired document drops out of approved status in subcontractor management overnight, with the reason on its record. It disappears from the order forms and the labour planner until the renewal is loaded and approved.

Will our engineers actually use it?

Yes, because it is less work than the alternative. The engineer completes the record in the app because that is how the job is recorded, and the document comes out of it. There is no pad in a van to bring back to the office. In one deployment, engineers have completed 200 fire door records, 197 call-outs and 294 site diary entries this way.

Can we have our own letterhead and our own layouts?

Yes, and it is expected. Each document family has its own full page artwork, with your logo, colours, accreditation marks and typefaces built in during setup. It is a design step we do with you, so the results look like your documents rather than a template with a logo in the corner. Where your existing form asks questions ours does not, those questions get added.

We already have a certification package. Do we have to replace it?

Only if you want to. Many firms keep a specialist certification tool and let Unibuild carry the other documents, tied to the same job, client and asset. A certificate from that software can be filed against the job as well. Others would rather have one system: EIC, EICR and Minor Works Certificates are already in it, and the other certificates your trade and your clients demand are built for you.

What happens to the documents we already have?

They stay documents. The usual approach is to run Unibuild from a cut-over date and keep the historic archive where it is. Specific historic records are loaded where there is a live compliance reason to have them in one place, and that migration is included in the fee. Ask for your firm's figure.

Is there a limit on how many files we can store?

No. File storage is unlimited, with no cap on space, number of files or file size. Drawings, photographs, videos and every other file type sit in company and project folders, and each upload syncs to your own OneDrive, Google Drive or Dropbox. Document management.

Last reviewed November 2026