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Maintained assets and PPM

Every asset, its schedule,
and the proof.

Unibuild’s maintained asset register is planned preventative maintenance software for UK contractors who hold maintenance contracts. Every item you maintain, what it is due, who last serviced it and the paperwork that proves it. All on one set of records your client can read.

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Maintained assets, PPM schedules and service proof held in Unibuild
Problems we solve

Eleven planned maintenance problems. All eleven solved.

From the water checks that quietly stopped to the four units nobody can tell apart.

11/11Solved in one module
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Solved

A compliance date that passes without anybody noticing

What goes wrong

Monthly water temperature checks sit on a colour coded spreadsheet kept by one person. They are on leave, a month passes, then a second, and nobody opens the file.

In 2024 an FM provider was fined £600,000 after a prisoner died of Legionnaires’ disease. Among its failings, water temperatures had not been monitored in October and November 2017.

How Unibuild solves it

In Unibuild, completing a visit records it against the asset, and the next due date follows from it. Water monitoring dates are held per site and location, warned 30 days ahead.

Unibuild watches those dates and raises what is coming and what has passed, across every live contract, so no date depends on one person’s file.

  • Next date set by the visit
  • Warned before it falls due
  • Every contract on one list

See it working in a 30-minute demo.

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Solved

Pressure and lifting examination reports that never reach the contractor

What goes wrong

Steam calorifiers, air receivers and passenger lifts are examined by an engineer surveyor, usually the insurer’s. The report goes to the client, with the defects and the next date inside it.

After a care home lift fell in 2017, the lift maintenance company was fined. The six-monthly reports recording repeated faults had not reached it, and it had not asked for them, though its contract provided for them.

How Unibuild solves it

In Unibuild, the written scheme and each examination report attach to the asset they cover, and the examination months sit on its twelve month pattern.

They show as maintenance due beside every other date, so the next examination is in view before it is due, with the last report already on the asset.

  • Written scheme on the asset
  • The report kept with the plant
  • Examination months chased

See it working in a 30-minute demo.

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Solved

A year of service evidence that takes a week to assemble

What goes wrong

The contract is up for renewal and the client wants proof that every visit happened. The job sheets are in a cabinet, the photographs on phones and the certificates in three inboxes.

A gap in the folder reads as a visit that never happened. In 2020 the National Audit Office reported that audits of prison maintenance had found “poor and variable record-keeping” on compliance.

How Unibuild solves it

In Unibuild, every visit is recorded against the asset on the day, with its photographs, so the history builds itself as the work is done.

The asset report turns it into one branded document for one asset or the whole contract, as PDF or Excel. The renewal pack is a download.

  • One asset or the whole contract
  • PDF to read, Excel to sort
  • Built as the work is done

See it working in a 30-minute demo.

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Solved

Remedial work found on a service visit and never quoted

What goes wrong

The engineer finds three detectors at end of life and a battery that will not hold its charge. It goes on the job sheet, and the quote is typed days later from a description nobody can picture.

By then the client has asked somebody else, or the defect is still open with your name on the report. In 2025 a property manager was fined £40,000 for failing to act on lift defects a third party had found.

How Unibuild solves it

In Unibuild, the service record is made at the asset with its photographs, so the remedial is described by a picture rather than a line of handwriting.

It becomes a priced quotation against the same site, in the client’s inbox that afternoon. Once it is won, cost control follows what it earned.

  • Photographed where it was found
  • Quoted the same day
  • Followed once it is won

See it working in a 30-minute demo.

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Solved

An engineer sent to site on a registration that has lapsed

What goes wrong

Gas categories, ECS cards and IPAF cards each expire on their own dates. They are held in wallets and a spreadsheet, and the rota is built without either.

Regulation 3 of the Gas Safety (Installation and Use) Regulations 1998 says nobody may do gas work unless competent to do so. Every certificate signed after the lapse is now in question.

How Unibuild solves it

In Unibuild, each registration, category and card sits on the person with its expiry date and certificate, and the renewal is chased before it lapses.

An out of date registration warns the office before work is allocated. On each service visit, your client sees the attending engineer’s qualifications and when they expire.

  • Each category on its own date
  • Warned before allocation
  • Shown to the client per visit

See it working in a 30-minute demo.

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Solved

Certificates the client has to ask for, again and again

What goes wrong

The facilities manager needs last year’s emergency lighting certificates for the insurer. They were issued, attached to emails, and now sit in the outbox of somebody who has left.

Some insurance policies make formal maintenance records a condition of paying a claim. For a higher-risk building, rules under the Building Safety Act 2022 require the accountable person to keep seven years of safety maintenance records, electronically.

How Unibuild solves it

In Unibuild, your client logs in, filters by site or location, opens an asset, and reads its service history with the photographs and the certificates.

It is read only and scoped to their own projects. Certificates print from their login at any hour, and every document you send is logged.

  • Read only, their projects only
  • Printed from their own login
  • Every send on record

See it working in a 30-minute demo.

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Solved

An asset register that no longer matches what is on site

What goes wrong

The register was built at mobilisation. Since then a refit has added four fan coil units, a boiler has been replaced and a pump taken out, and the spreadsheet heard about none of it.

The programme is planned, priced and reported against a list that is wrong, and a boiler missing from the register is a boiler nobody services. In SFG20’s 2026 survey, only 15% said their register was fully accurate.

How Unibuild solves it

In Unibuild, the register is kept up to date from the office or the phone, and every change carries a name and a date.

The engineer corrects it standing in front of the unit. Replace a unit and its label regenerates, so the register and the plant room agree.

  • Corrected at the unit
  • Every change named and dated
  • Labels regenerate on replacement

See it working in a 30-minute demo.

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Solved

F-Gas records kept in a plastic wallet in the plant room

What goes wrong

The leak check was done, but the record is a job sheet in the van, and the logbook in the plant room is three entries behind. The next check date is a guess.

Under the GB F-Gas Regulation, systems from five tonnes of carbon dioxide equivalent need leak checks at set intervals. The operator and the firm doing the work must each keep records for at least five years.

How Unibuild solves it

In Unibuild, each system carries its refrigerant and charge, and the carbon dioxide equivalent is worked out for you.

Gas added and every leak check go into a dated logbook on the asset with the next test date, and the log book prints in the REFCOM format.

  • Equivalent worked out per unit
  • Next leak check dated
  • Log book in REFCOM format

See it working in a 30-minute demo.

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Solved

A contract written to SFG20 with no evidence against the schedules

What goes wrong

The contract says maintenance to SFG20. The schedules live in the office, and the engineer at the unit works from what the task list said last time.

SFG20 marks statutory tasks in red. When the client audits, they ask which schedule governed each asset and whether its tasks were done.

How Unibuild solves it

In Unibuild, your own SFG20 schedules attach to the individual asset they govern, beside its twelve month pattern and its service history.

The engineer opens them on the phone at the unit, and your client reads and downloads them from their own portal.

  • Schedules on the asset
  • Open at the unit
  • Visible to the client

See it working in a 30-minute demo.

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Solved

A no access visit that becomes a missed visit at the review

What goes wrong

The engineer arrives for the quarterly service and the plant room is locked, or the tenant is out. A note on a job sheet is all that shows the visit happened.

At the monthly review it counts as a missed service. For flat entrance doors in blocks over 11 metres, the Fire Safety (England) Regulations 2022 require a record of the steps taken, including where access was not granted.

How Unibuild solves it

In Unibuild, the engineer scans in at the site, and the clock-in time is recorded at the scan rather than typed in later.

A no access becomes a timed record against the site rather than an argument at the review.

  • Arrival timed at the scan
  • Recorded against the site
  • A fact, not an argument

See it working in a 30-minute demo.

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Solved

Identical units and a service record that cannot say which

What goes wrong

Four air handling units stand in a row on the roof. The job sheet says “AHU serviced”, and six months later the client disputes a failed fan on one of them.

The engineer also arrives with no history of the unit, and the serial number for the warranty claim is on a rating plate forty miles away.

How Unibuild solves it

In Unibuild, every asset carries its own label, and a scan opens that unit’s full history on the engineer’s phone before a panel comes off.

The service record is made against the asset that was scanned, so “which one” is answered by a record, not an interpretation of a job sheet.

  • A label on every unit
  • History before the panel comes off
  • Filed against the scanned unit

See it working in a 30-minute demo.

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What happens without it

The asset list was accurate
on the day it was built.

Six months later two units have been replaced, one has been decommissioned, and nobody updated the sheet. Every problem below follows from that one.

The register
A spreadsheet built at mobilisation. It has quietly diverged from what is physically on site.
Fiction
The programme
A second spreadsheet, colour coded by month, maintained by one person who is on holiday.
Nothing is due
The service sheet
Paper. Filled in, photographed in the van, typed up several days later, or not.
Delay and error
The photographs
On the engineer's phone. Six months later, when the client disputes the valve, nobody can find them.
Unprovable
The serial number
Needed for a warranty claim. It is on a rating plate in a plant room forty miles away.
A journey
The renewal
The client wants evidence of the year's service history before they sign.
A week to assemble
The single fix A register the engineer corrects standing in front of the unit A spreadsheet in an office cannot do that
What is in the module

Six capabilities, and the asset report closes renewal meetings.

Unibuild is bespoke construction software, so the register is shaped to how your contracts are serviced. Anything else your contracts need is built for you, and changes after go-live are included in the monthly fee.

The asset
record

Every item with its location, manufacturer, model, serial numbers, install date, photographs and the actions required to maintain it.

  • Kept up to date from office or phone
  • Every change carries a name and date
  • Replace a unit, the label regenerates
  • 198 assets carrying recorded serial numbers
Editable where the asset isLive

The twelve
month pattern

The PPM programme is held on the asset itself as twelve months, each carrying the services due that month. It is set with one panel of tick boxes.

  • Annual through to daily, plus visual inspection
  • One grid across the whole register
  • 338 of 376 assets carry a real service code
  • Printed at A3 or exported, per contract
A year at a glanceLive

The service
visit

Recorded on the phone at the asset: date, service type, engineer, comments and photographs, straight onto the record. No paper and no retyping.

  • Photographs kept with the visit
  • 225 of 259 visits carry photographic evidence
  • Printed under the visit they belong to
  • Numbered and dated
Captured, not reconstructedLive

The asset
report

One branded document with the asset details, the actions required and the SFG20 records. Every service visit follows in date order, with its photographs, videos and documents. Issued as PDF or Excel.

  • The renewal pack becomes a download
  • Not a week of assembly
  • PDF to read, Excel to sort
  • One asset, or the whole contract
What a renewal actually needsLive

F-Gas
per asset

Refrigerant, charge weight and GWP in, carbon dioxide equivalent calculated out, with the five tonne reference charge shown for that refrigerant.

  • A dated logbook of work and gas added
  • Leak checks with the next test date
  • A log book in REFCOM presentation
  • Not a plastic wallet in a plant room
Per asset, per refrigerantLive

Your client
reads it

They log in, filter by site or location, open an asset, and read its service history with the photographs and the certificates.

  • Only their own company’s projects
  • Read only: nothing they can change
  • The attending engineer’s qualifications
  • At any hour, without ringing you
The strongest FM argumentLive
The label on the unit

Four identical air handling units.
Which one was serviced in March?

This is the question a client asks that a spreadsheet cannot answer, and the reason every asset carries its own code.

The label
Prints at 71 mm by 38 mm, with the register’s own item number in large type beside the code. The unit and its entry in the register read as the same thing, even without a phone. It goes to a desktop label printer or a trade print supplier, and each label is named after its item number so a batch stays in order.
What a scan returns
The asset, its project, its attachments, its full service history, its twelve month PPM pattern and its SFG20 task schedules, on the engineer’s phone in seconds. The engineer can add a service record with photographs there and then, against that exact asset.
Why the record cannot be filed against the wrong unit
The service record is made against the asset that was scanned, not typed against a description. When a client or an auditor asks which of four identical units was worked on, the answer is a record on one labelled asset. Not an interpretation of a job sheet.
Who can read the code
An asset code is not a web address, so a stranger scanning one with a phone camera gets no link and no page. It opens only in your app, for somebody signed in, and a client only sees assets on their own company’s projects. The site posters used for clocking in work the same way, which is covered in QR codes on construction sites.
The label stock
For plant rooms, external risers and anywhere that gets washed down, print on a durable synthetic or laminated stock rather than paper. A label that lasts is what keeps the unit and its record in step for the life of the contract.
QR label on a maintained asset in Unibuild, scanned to open the service record
376 maintained assets across six contracts in Unibuild
376Assets across six maintenance contracts
338Carrying a planned maintenance schedule
255Assets with SFG20 documents attached

Counted in the construction deployment, July 2026. The largest single contract carries 187 assets.

What is actually in the register

A genuine building services estate, rather than a demonstration one.

This is what the module was built against: a working register, not sample data.

Heating and hot water

Gas fired condensing boilersCalorifiersLTHW circulation pumpsPressurisation unitsPlate heat exchangersExpansion vesselsDomestic hot water pumpsStrainers

Cooling and renewables

Air source heat pumps and cylindersMVHR unitsPhotovoltaic systemsPressure independent control valves

Water

Cold water storage tanksCold water distributionPackaged water booster sets

Ventilation and life safety

Supply and extract fansFire alarm systemsAOV ventilator systemsAccess control systems
On a register of several hundred

Filtering to a contract is instant. A search is still there when you open an asset and come back, and exports do not hold up the page. A register of several hundred assets stays quick enough to work in all day, which is the difference between a page people use and a page people avoid.

Questions

Asked by contract managers
and maintenance directors.

We have three hundred assets in a spreadsheet. What happens to them?
We migrate them, and it is one of the more straightforward migrations. Item, location, serial numbers, install date and the monthly maintenance pattern all have a place waiting for them. Photographs and historic service sheets are attached to the asset. Migration is part of the setup, not an extra project you run yourself.
Does it tell us the next due date for each service?
Yes, and it chases it as well as showing it. Every asset carries its service schedule. Completing a visit records it against the asset, and the next due date follows from it. Unibuild watches those dates and raises what is coming and what has passed, without waiting for somebody to open a page. The maintenance view lists everything due across every live contract. Where a contract counts from the anniversary of the last visit, that is set up against the same record.
Will our engineers actually use it?
The maintained asset screens are part of the same app they already use to clock in and file their timesheets, so it is not a separate thing to remember. That is your firm’s own staff app, published on the App Store and Google Play under your company’s name and icon. The service record is deliberately short, and quicker than filling in a paper sheet and photographing it.
What stops somebody deleting an asset by mistake?
Deleting one means typing the asset name exactly, and the confirmation lists everything that goes with it, service history included. It is hard to do by accident and complete when it is done on purpose, which is the right shape for a compliance register.
Can our clients see all of this?
Yes, and only their own. Clients see assets on their own organisation’s contracts, and only the projects their account is assigned to. Everything they see is read only. They can open the service history with its photographs, download the SFG20 schedules and the F-Gas record, and see the qualifications of the engineer who attended. That last one is worth showing at a renewal meeting.
We already run a CAFM system. Why would we move?
Unibuild runs alongside a CAFM as readily as it replaces one. Firms keeping their CAFM use Unibuild for quoting, labour planning, timesheets, purchase orders, subcontractor accounts and compliance registers. The case for one system is strongest when your engineers are being asked to work in two apps. It is equally strong when the asset history sits in one system and the certificates, the engineer's qualifications and the client's documents sit in another.
Who owns the data, and can we get it out?
You own it. The register exports in full, filtered or unfiltered, from a button on the page, and every asset report and F-Gas record is a document you can download. Export in open formats is part of how we work, not something you negotiate for at the point you want to leave.
Is this planned preventative maintenance software?
Yes, with the asset register underneath it. Planned preventative maintenance runs off a twelve month PPM pattern held against each asset, so what is due this month is a list rather than a memory. Your own SFG20 schedules attach to the asset they govern. The engineer corrects the register while standing in front of the unit, which is the only way an asset list stays true.
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.

SME Building Services In practice Assets certified, then maintained for years, in buildings that never close. M&E and air conditioning, Croydon. Unibuild implementation history since 2023. Read the SME Building Services case study
Next step

Bring your asset list
and your PPM programme.

A 30-minute live demo of the register, the engineer’s phone and your client’s login, end to end.

Book a demo → Ask for a quote

All elevenSolved

Phone · UK hours
+44 7587 557546
Email
success@unibuild.co.uk
What your client sees
Client portal
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. Unlimited users, so every engineer on the register is included.

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