Home Managing agents

Best for

Managing agents responsible for fire door compliance across a portfolio of properties they do not inspect themselves

Block managers, estate managers and FM leads who hold the compliance record but delegate physical inspection work to external contractors and third-party inspectors using their own apps.

Primary gain

One consolidated record per building

Reports from any external inspector land in the same building history, the same door-level trail, the same portfolio view — without anyone being forced to change tools.

Proof point

Audit trail that survives every contractor handoff

Door histories accumulate across contracts. When the inspector changes, the auditor asks, or the contract ends, the trail is intact and exportable in a click.

Covers

PDF consolidation Portfolio view Audit trail Multi-contractor Client portal CSV exports

What good looks like for this team

Building 14 — door history

Contractor A — PDF imported Mar 2026 Imported

Contractor B — PDF imported Jun 2026 Imported

In-house QA visit Sep 2026 Captured

One door history — three sources Consolidated

Benefit 01

One master
record.

External inspectors keep their own tools. Their PDFs land in your workspace, the data extracts for review, and a single commit puts every finding under the same building, the same door, the same trail. The contractor never has to change anything.

PDFs from any inspector import without template setup
Property, doors, components and pass/fail extract for review
One commit lands the inspection in the master record

Portfolio status — Q3 2026

Building 14 — outstanding 6 doors

Building 22 — scheduled Visit 14 Oct

Building 31 — complete 21 doors

Live across every contractor Estate view

Benefit 02

Portfolio
visibility.

Outstanding, scheduled and complete visible across every building in the portfolio. The tracking spreadsheet stops being a parallel job — the same record that logs the inspection drives the estate-wide view.

Portfolio-wide outstanding, scheduled and complete at a glance
No parallel tracking spreadsheet to reconcile
Live status visible to clients via the portal

Handover pack — Building 14

Full inspection history Q1–Q3 PDF

Door-level CSV across contractors CSV

Shared via client portal Live

No folder reconstruction Ready

Benefit 03

Audit trail
across handoffs.

Door histories accumulate across contracts and contractors. When the inspector changes, the auditor asks, or the contract ends, the trail is intact — and the export is a click, not a folder reconstruction.

One door history per door regardless of capturer
Audit-ready PDF and CSV exports on demand
End-of-contract handover is a single export

See the pains this path solves → Common pains for this team

Why teams look for this

Challenge

What tends to
break first.

The patterns managing agents recognise before they name them as a systems problem.

Contractor PDFs live in inboxes and shared drives, not in a master record.

Each contractor sends their report. Some go in email, some in a OneDrive folder, some get filed against the wrong property. Two months later, no one is sure which is current and the building has no single chain of evidence.

Version control breaks down across multiple contractors and contract cycles.

Which PDF is the current one? Which has been actioned? Which has been shared with the client? The longer a portfolio runs, the harder it is to answer those questions without manually opening every file.

Audit readiness is a manual scramble across folders, inboxes and trackers.

When an auditor or client asks for evidence, someone has to assemble it from multiple sources. The same job gets done again and again, slightly differently each time, with no guarantee the trail is complete.

Contractor handoff at end of contract leaves a folder of files, not a structured record.

When the inspector changes or the contract ends, the next contractor inherits a stack of PDFs to interpret rather than a clean master record they can read in minutes.

Fit

How Fire Door App
helps this team.

The specific ways the platform addresses those patterns for managing-agent portfolios.

Import PDF turns any external inspector's report into a structured draft you commit to the master record.

Property, doors, components, pass/fail and notes extract with confidence scores. The inspector keeps their tool. You keep the record. Same building history regardless of who captured the data on site.

One door history per door — every visit, every contractor, accumulating into a single trail.

Findings are linked to a stable door ID, not to a contractor or a file. The third contractor's visit starts where the second one ended, not from a blank record.

Portfolio view replaces the tracking spreadsheet — outstanding, scheduled and complete across the whole estate.

Buildings, inspections, remedials and outstanding actions visible in one place. The same record that logs an inspection drives the estate-wide view. No parallel tracker to reconcile.

Handover and audit are exports, not reconstruction jobs.

PDF reports, CSV exports and client portal sharing all run from the consolidated record. End-of-contract handover and audit responses become single-click exports rather than folder rebuilds.

The core change

The portfolio runs on one record per building. Inspectors keep their tools. You keep the master record. Findings, remedials and reports stay joined up across every contractor and every contract.

Start free trial See PDF import

How this usually works

1

Capture

Inspector works
in their own tool

The third-party inspector or contractor uses whatever app they already know. No software roll-out, no training, no friction. They produce their normal PDF report at the end of the visit.

No tool change for the contractor
Works with any text-based PDF inspection report
Inspector keeps their own workflow and outputs

2

Consolidate

Import PDF,
review draft

The contractor emails the PDF over (or drops it in a shared folder). You upload it through Import PDF — property, doors, components, pass/fail and notes extract with confidence scores, ready for review.

Drop the PDF into Import PDF in your workspace
Review extracted draft before anything is saved
Edit anything — confidence scores flag what to double-check

3

Plan

Plan
remedials

Commit to the master record and any flagged findings turn into remedials in the same workspace. No separate tracker, no parallel work-order system — outstanding work lives next to the evidence that raised it.

Remedials raised directly from imported findings
Outstanding, scheduled and complete visible per building
Schedule driven by what is actually outstanding

4

Reporting

Report
cleanly

PDF reports, CSV exports and live portal sharing all run from the consolidated record. Clients, auditors and end-of-contract handovers get the same single source of truth — never a folder of files.