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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.

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Construction documents and certificates produced in Unibuild
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.

11/11Solved in one module
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Solved

Retention and the final account held for a late handover file

What goes wrong

The job finished a month ago. The O&M manual, the as-built drawings and the information for the health and safety file are still being gathered from inboxes, shared drives and people now on other jobs.

Where the contract makes them a condition of practical completion, the first half of the retention waits with them. CDM 2015 makes the principal contractor pass file information to the principal designer during the project, so every trade gets asked.

How Unibuild solves it

In Unibuild, certificates, commissioning records, drawings and RAMS are held against the job from the day they are made or uploaded. The handover folder is set up when the job starts.

At handover the pack comes out of the job as an export. Preparing the health and safety file itself stays with the duty holder.

  • Handover folder from day one
  • Filed on the day of issue
  • Exported at handover

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Solved

Completion certificates still missing when the job is handed over

What goes wrong

The installation is finished and in use, and the client will not sign it off. The Electrical Installation Certificate is still being written up from the test sheets, and the gas commissioning record is in a van.

BS 7671 says the certificate goes to the person who ordered the work. For self-certified work, the Building Regulations 2010 give the installer 30 days from completion to hand the occupier a certificate and notify building control.

How Unibuild solves it

In Unibuild, EIC, EICR and Minor Works Certificates are created on the phone where the work is, on your own letterhead, and finished the moment they are saved.

Gas records are completed at the appliance with both signatures on the screen. A certificate from scheme software you already use is filed against the same job.

  • Made on site, finished on save
  • On your own letterhead
  • Filed against the job

See it working in a 30-minute demo.

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Solved

Work built to a superseded drawing revision

What goes wrong

Revision C was issued on Tuesday and reached the office inbox. Two gangs are still working from the revision B printout in the van, and nobody knows until the work is in and has to come out.

The Get It Right Initiative puts the total cost of avoidable error in construction at between 10% and 25% of project cost.

How Unibuild solves it

In Unibuild, drawings are uploaded once against the job and every revision is kept, newest at the top.

The engineer opens the current revision on the phone, standing in front of the work, so what is current in the office is current on site.

  • Uploaded once against the job
  • Every revision kept
  • Current revision on the phone

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Solved

Your own insurance or accreditation lapsing before somebody asks for it

What goes wrong

A pre-qualification questionnaire asks for current employers’ liability, public liability and SSIP certificates. One ran out last month, the renewal is waiting in an inbox, and a pass or fail question has been failed.

Employers’ liability cover of at least £5 million is compulsory for most employers. HSE guidance puts the fine for being uninsured at up to £2,500 for every day.

How Unibuild solves it

In Unibuild, your company insurances and accreditations sit on registers checked every night, each document with its own warning period.

Reminders go to the people named on each record, and a PQQ is answered from one screen.

  • Checked every night
  • A warning period per document
  • PQQ answered from one screen

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Solved

A subcontractor working on site with insurance that has expired

What goes wrong

The certificate was collected when the firm was approved and it is still in the folder, looking exactly as it did. The policy behind it ended in October, and they have been on site ever since.

If somebody is hurt or property is damaged in that gap, there is no cover behind the work, and the loss can land on the contractor who instructed them.

How Unibuild solves it

In Unibuild, two overnight checks read every subcontractor insurance and certificate expiry date. A firm holding an expired document drops out of approved status, with the reason written on its record.

It disappears from the subcontract order form, the small works form and the labour planner until the renewal is loaded and approved.

  • Checked every night
  • Off the order forms
  • Back when the renewal lands

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Solved

Golden thread records for a higher-risk building pieced together at the end

What goes wrong

On a higher-risk building, the client must keep the golden thread in electronic form, accurate and up to date. It goes to the building’s accountable person by the date the work is completed.

The completion certificate, needed before anyone moves in, is applied for with a signed statement that the handover happened. The product records and sign-offs for work now behind the boards are in boxes and folders and on phones.

How Unibuild solves it

In Unibuild, product records, drawings, photographs and sign-offs attach to the job as the work happens, while the person who did it can still record it.

Every revision is kept, newest at the top, and the record comes out as one pack at handover. The duty stays with the duty holder.

  • Recorded as the work happens
  • Revisions kept, not overwritten
  • One pack at handover

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Solved

A certificate asked for years later, and nowhere to be found

What goes wrong

Three years on, a loss adjuster, a solicitor or the client’s new facilities manager asks for the certificate. It is in an old outbox, on a laptop that has since been replaced, or in a van.

A claim under a contract can arrive six years after the breach, or twelve where it was a deed. The certificate is the first thing the firm will need.

How Unibuild solves it

In Unibuild, the document is generated from the record whenever it is asked for, so the certificate comes back identical, from the same reference.

Records are archived rather than deleted, and clients print their own copies from their portal.

  • Found by its reference
  • Reissued identical
  • Clients print their own

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Solved

A client who says the certificate was never sent

What goes wrong

The gas safety record was emailed on the day of the visit, from somebody’s own inbox. Three weeks later the letting agent says it never arrived, and the invoice is on hold until it does.

Under the Gas Safety (Installation and Use) Regulations 1998, a landlord must give an existing tenant a copy within 28 days of the check. A lost record costs the client time as well.

How Unibuild solves it

In Unibuild, documents are emailed from the system, and every send is logged with the recipient, the attachment and the exact wording.

The documents you send most often go out automatically, and the client can print another copy from their own portal.

  • Every send on record
  • Sent automatically
  • Copies in the client portal

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Solved

Work signed for days later, or never, and then queried

What goes wrong

The repair is finished with the client’s facilities manager standing next to it. The paper sheet goes back in the van and reaches the office on Friday, unsigned.

A month later the invoice is queried. A signature chased by email afterwards is worth far less than one taken where the work was, on the day.

How Unibuild solves it

In Unibuild, the engineer signs on the phone screen and, where the form needs it, the client signs underneath before the engineer leaves site.

The signature is drawn into the PDF with the signatory’s printed name and the date, so the sheet reaches the office already signed.

  • Signed where the work was
  • Printed name and date
  • Drawn into the document

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Solved

A certificate retyped in the office, with an error in it

What goes wrong

The engineer fills in a duplicate pad in the van. The copy reaches the office three weeks later, hard to read, and is typed into a separate package that knows nothing about the job.

A wrong address, reading or date means a reissued certificate and an awkward call. A permit copied from last month’s template can carry last month’s site.

How Unibuild solves it

In Unibuild, the engineer enters the record once, on site, and the document is generated from it. The certificate belongs to the job, so the address and client are never typed twice.

With no retyping step, the certificate cannot say something the record does not.

  • Entered once, on site
  • Nothing retyped in the office
  • Record and document agree

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Solved

Site records kept on personal phones and in WhatsApp groups

What goes wrong

Photographs, instructions and signed sheets sit in group chats and on personal handsets. When a phone is replaced or somebody moves on, that part of the job’s history goes with it.

Under UK GDPR the firm is still responsible for personal data held that way. It has to answer a subject access request within one month and keep data no longer than necessary.

How Unibuild solves it

In Unibuild, photographs, drawings, permits and signed records hang off the job instead of a chat group, and access is granted person by person.

When somebody leaves, their access ends and the record stays with the business, kept for as long as your retention policy says.

  • Held by the business
  • Access set per person
  • Kept to your retention policy

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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
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.

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.

People and architect reviewing construction documents
1,161Logged emails carrying an attachment
1,659QR labels generated for assets and sites
242Fire door records signed on a phone

Counted in the construction deployment, July 2026.

Questions

Asked before anybody
trusts a document engine.

Can we have our own letterhead and our own layouts?
Yes, and it is expected. Each document family has its own full page artwork, and your logo, colours, accreditation marks and typefaces are built into it during setup. It is a design step we do with you rather than a logo upload box. That is why the results look like your documents rather than a template with a logo dropped 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. Plenty of firms keep a specialist certification tool alongside Unibuild and let us carry the other fifty-odd documents that package does not produce. Those are tied to the same job, the same client and the same asset. Others would rather have one system. EIC, EICR and Minor Works Certificates are already in it, and we build the other certificate variants you issue. We do not ship a fixed library and ask you to live inside it. You tell us which certificates your trade and your clients demand, and those are the ones we write. If your certification package is doing a job you are happy with, keep it.
How long are documents kept and can we get them back?
Documents are generated from the underlying record on demand, so as long as the record exists the document can be produced again, identical, from the same reference. Records are archived rather than deleted, so a project you closed three years ago is still complete when a defect claim arrives. Retention policy for your business records is your decision, and one your data protection adviser should be involved in. Keeping personal data longer than necessary is itself a compliance question.
Will our engineers actually use it?
They use it because it is less work than the alternative. There is no separate paperwork step: the engineer completes the record on the app because that is how the job is recorded, and the document falls out of it. The signature is a finger on a screen rather than a pad in a van that has to come back to the office. In the deployment Unibuild is built on, engineers have completed 200 fire door records, 197 call-outs and 294 site diary entries this way.
Can the system email the certificate to the client automatically?
Yes. Documents are emailed from the system, and every send is logged with the attachment and the exact wording. Automatic sending is set up during configuration for the documents you send most often.
What happens to the documents we already have?
They stay documents. The normal 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.
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. That removes an entire class of problem that a shared spreadsheet creates every time two buyers have it open at once. At go live your existing numbering can be continued from wherever your current system left off, so there is no gap and no duplication in your references on day one.
Is this construction document management, or certification software?
Both jobs, one record. Construction document management here means every titled document the business produces, generated from the live record rather than typed a second time into a separate package. Document control is the part most people mean by the phrase: one number per series, one current version, and the certificate still findable years later. Because the document is a rendering of the record, there is no second copy to drift out of step. Your policies, accreditations, insurances and other company documents are held here too. An updated policy is kept as a new revision, and the current version reaches every phone.
Assets and compliance

The rest of the register.

Same platform, same login. These are the modules that track what you own, when it is next due, and the certificate that proves it.

One level down

The document was there.
Nobody could find the current one.

Three ways a document register fails, none of which is about storage.

The certificates that expire without anybody noticingWhy expiry is the failure rather than collection, and what has to watch the dates instead of a person remembering. Health and safety Document control, and the revision everybody was working toThe revision everybody was working to, and how the wrong drawing ends up built into the job. Choosing software Why WhatsApp fails as a site recordNo search, history that leaves with the phone, photographs compressed past use, and real UK GDPR exposure. Choosing software
Next step

Bring the list of documents
your business has to produce.

A 30-minute live demo of a certificate made on site, filed to the job and found again years later.

See your documents in a demo → Ask for a quote See the registers behind them

All elevenSolved

Phone · UK hours
+44 7587 557546
Email
success@unibuild.co.uk
Where they are made
The field app
Demo calendar
unibuild.co.uk/demo
Ask for a quote

Tell us a little about the firm.
We do the rest.

Two minutes. A written figure by email, usually the same working day. One flat monthly fee, fixed for three years.

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