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Platform area

Documents, PDFs and exports.

This area is about turning door records into polished outputs without rebuilding the evidence in Word, spreadsheets or fragmented templates.

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  • Inspection PDFs
  • Quotes
  • RAMS
  • Invoices
  • CSV exports

Need the full map first? See platform overview →

Why teams look at this

Three problems this part of the platform actually solves.

Most teams land here because their documents and their underlying evidence have drifted apart.

Output types — Block A

Inspection report PDF
Remedial quote PDF
RAMS pack PDF
All from the same record Consistent

Benefit 01

Professional outputs.

Use consistent templates across inspections, quotes, RAMS and invoices. Every document the team produces looks like it came from the same place — because it did.

  • Shared template format across all output types
  • Branding and structure consistent job to job
  • No reformatting between Word, PDF and email

Document source — FD-002

Door record Live source
Inspection report PDF Generated
Remedial quote PDF Generated
All trace back to same record Joined up

Benefit 02

One source of truth.

Documents are generated from the same live record instead of being copied and reformatted into separate files. A change to the underlying data is reflected in every output — not just the one that was updated manually.

  • PDFs generated from the live door record
  • No separate template to maintain or reconcile
  • All outputs reflect the same underlying data

Audit trail — Block A

Inspection findings Recorded
Inspection report PDF Generated
Remedial sign-off Attached
Ready for audit or handover Clean trail

Benefit 03

Cleaner evidence trail.

Exports and PDFs are easier to explain during audits, handovers and client reviews because they come from the same source as the underlying evidence. The document and the record it describes are the same thing.

  • PDFs traceable back to door-level findings
  • Audit and handover packs that hold together
  • Clients and reviewers can follow the evidence

See the capability detail behind each of these →

What lives in this area
What lives in this area

The main capabilities teams review before committing.

Start with the capability closest to your current problem, then go deeper via the guides.

Inspection report — Block A

42 doors inspected Included
Per-door findings & photos Included
Remedials summary Included
Generated from live record PDF ready

Capability 01

Inspection reports

Generate readable inspection PDFs from the same evidence captured on site. Door findings, photos and remedials summaries in a consistent, client-ready format — without reformatting in Word.

  • Per-door findings and photos in one document
  • Remedials summary pulled from inspection data
  • Consistent format across every building and visit
BS 8214 inspection records guide

Commercial outputs — Block A

Remedial quote PDF Approval ready
RAMS pack PDF Approval ready
Door spec sheet Included
Sent for sign-off Sent

Capability 02

Quote & RAMS outputs

Produce approval-ready commercial and delivery documents from joined-up records. Quotes and RAMS generated from the same source as the inspection — no reconciliation needed.

  • Quote PDF from live inspection findings
  • RAMS pack alongside the workscope
  • Door specs included in the delivery pack
RAMS PDF packs guide

Invoice — Block A · March 2026

Remedial work completed £1,848
Linked to job record Attached
Stripe payment link Ready
Sent to client portal Delivered

Capability 03

Invoices & billing docs

Keep invoicing in the same document trail rather than switching tools at the last minute. Invoices stay linked to the job record and can be sent directly via the client portal.

  • Invoice linked to the remedial work it covers
  • Stripe payment link added automatically
  • Delivered through the client portal, not email
Invoices & payments guide

Exports — Block A

Full inspection report PDF
Door data — all findings CSV
Remedials summary CSV
Available on demand, anytime Export

Capability 04

PDF & CSV exports

Export for clients, auditors or internal retention without losing context. PDFs and CSVs carry the same underlying door data — not a stripped-down summary that loses detail on the way out.

  • Full door data in CSV for audit or retention
  • PDF reports for client and stakeholder handover
  • Available on demand — no request process
Reports & exports guide

Each capability has a dedicated guide in the resources library.

Browse all guides
What good looks like

What teams need from this in practice.

Two perspectives - the team generating documents day to day, and the stakeholders who need to trust what they receive.

Operationally

What the team needs day to day.

The friction teams feel producing client-facing documents after every inspection, remedial and billing cycle.

1

Client-facing documents that are easier to trust.

When a PDF is generated from the live record rather than typed up from notes, it is easier to stand behind. The team does not have to cross-check the document against the inspection - they are the same thing.

2

Less duplicated admin between inspections, remedials and billing.

The same data that powers the inspection report also drives the quote, the RAMS, and the invoice. The team should not be re-entering the same job information three or four times across different tools and files.

3

A stronger audit trail because exports match the door data.

When an auditor requests evidence, the exported CSV or PDF should match what is in the platform. If those things diverge because someone edited a Word copy separately, the audit trail breaks at the worst possible moment.

Commercially

What stakeholders need to see.

The questions buyers and managers ask before committing the document workflow to this platform.

1

Can the team generate professional outputs without rebuilding evidence manually?

The commercial case is about time and reliability. If the platform removes the manual rebuild pass after every inspection - the reformatting in Word, the copy-paste from notes - the saving is substantial and compounds across a busy programme.

2

Will exported PDFs and CSVs make sense to clients, auditors and reviewers?

Stakeholders need confidence that what gets sent out is readable and traceable, not a raw data dump that requires interpretation. The question is whether the outputs are genuinely client-ready or just technically correct.

3

Does the output trail stay clean enough to support compliance conversations?

Under scrutiny from a regulator, an insurer, or a resident challenge, the document trail needs to hold together. The question is whether PDFs and exports produced months earlier still trace back cleanly to the door evidence that generated them.

The shared outcome

Documents that match the evidence, generated once - no manual rebuild, no version drift, and a trail that holds together whether it is reviewed tomorrow or in two years.

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Relevant resources

Guides for this part of the platform.

Use these when you want the process and rollout detail behind each capability - not just the overview.

Standards guide 6 min read

BS 8214 inspection records

See the evidence structure behind cleaner inspection PDFs. Covers what the standard requires and how the platform captures it in a way that generates defensible, readable outputs.

  • What BS 8214 requires at the door level
  • How findings map to the PDF output structure
  • Making inspection records audit-defensible
Open guide
Export guide 4 min read

Reports & exports

Explore how PDFs and CSVs support handover and reporting. Covers generating outputs for different audiences - clients, auditors and internal stakeholders - without reformatting.

  • PDF report generation for client handover
  • CSV exports for audit and internal retention
  • Sharing outputs via the client portal
Open guide
Billing guide 4 min read

Invoices & payments

Understand how billing outputs sit alongside the operational record. Covers invoice setup, Stripe payment links and keeping billing in the same document trail as the rest of the job.

  • Invoice setup and linking to the job record
  • Stripe pay-now links from the client portal
  • Keeping billing in the same trail as delivery
Open guide
Delivery guide 4 min read

RAMS PDF packs

See how RAMS packs fit the same joined-up story. Covers assembling method statements and risk assessments as part of the delivery trail - not as a separate document created at the last minute.

  • Assembling RAMS alongside the workscope
  • Linking method statement to the quote record
  • PDF output formatted for site and client approval
Open guide

More guides available across all platform areas.

Browse all resources
Use cases that start here

The audiences most likely to start with documents.

Want the audience view instead of the capability view? Start with the use case closest to your team.

01

For field teams

Contractors & installers

Client-ready outputs need to come directly from site evidence. Contractors produce inspection reports, quotes, RAMS and invoices on every job - the documents module removes the manual rebuild between site capture and client delivery.

Why documents first

Useful when the team currently rebuilds reports, quotes and RAMS in separate tools after every inspection - and needs those outputs to come from the same source as the site evidence.

Inspection reports Quotes + RAMS Invoices
See contractor workflow
02

For care settings

Care homes & hospices

Smaller operational teams still need clear, readable reports and exports - without the overhead of a complex document workflow. The documents module gives care homes professional outputs without requiring a dedicated admin resource to produce them.

Why documents first

Useful when a smaller team needs inspection reports and evidence exports that look professional and hold up under scrutiny - without spending hours reformatting or chasing up the right files.

Inspection reports Evidence exports Readable outputs
See care home workflow
03

For housing providers

Housing providers

Dependable handover packs and portfolio reporting matter most. Housing providers need documents that are consistent across many buildings, traceable under audit and presentable to residents, regulators and internal stakeholders without manual compilation.

Why documents first

Useful when handover packs and portfolio reports need to be consistent, traceable and ready on demand - rather than assembled manually from separate inspection files each time they are requested.

Handover packs Portfolio reporting Audit exports
See housing workflow

FM & estates teams also use the documents module as part of a wider workflow.

All use cases FM & estates
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See how it holds together.

Capture a set of doors, produce a real output, and check how the audit trail looks afterwards. No setup cost, no card required.

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Inspections Quotes + RAMS Remedials Client portal PDF exports Stripe billing