Every site, the same record, found in seconds

The question that ruins a Tuesday

"Can you send us the record from last year for the third floor?" If the answer involves a shoebox, an old laptop or a former employee's phone, you have a problem. Not a compliance problem yet, but it is on the way.

One record, one place, one format

Every inspection you carry out is captured against the client and the site: the checks, the photos, the readings, the signature, and the branded PDF that went to the customer. It is searchable, backed up and audit-ready in UK-GDPR compliant cloud storage.

Not in an inbox. Not on a phone that left with an engineer. In one place, in one format, for every building you hold.

Consistency across a portfolio

A shared template means the inspection of site A looks like the inspection of site B, even if different engineers walked them six months apart. That consistency is what turns a pile of visits into a defensible record.

Works in the parts of buildings that have no signal

Plant rooms, basements, risers, roof spaces. The iPhone app captures the whole inspection offline and uploads it when the engineer walks back out. Pending uploads are visible on the home screen, so nothing sits unnoticed. The web app needs a connection and keeps a draft in the browser.

Engineers see the job, not the contract value

Subcontractors and engineers on a seat have no access to invoices, pricing or company settings. They see their jobs and the capture screens. The commercial side stays with the admins, by default.

Every asset, every site, every due date

FM lives or dies on knowing what is due and proving what was done. Every unit your engineers touch goes into an asset register with its next-due date, and the owner gets an iPhone notification at ninety days, at thirty days and again if it goes overdue (optional, switched on in Settings). On the web, what is due shows on the dashboard. When a client asks whether the plant on the third floor is in date, it is a look, not an afternoon.

The compliance maths, not left to the engineer

On the F-Gas forms the engineer picks the refrigerant and enters the charge, and Maintivo applies the GWP, converts it into tonnes of CO₂e, works out the leak-check interval under the Great Britain F-gas rules and writes the next-check date against the unit. Consistency across a portfolio stops depending on which engineer went out that day.

Evidence a client can actually read

On iPhone, engineers dictate their findings straight into the record, Apple's on-device recogniser, so nothing is streamed anywhere, and the optional AI tidies the wording into something a client or an insurer can follow. It is confined to prose and off until you switch it on: when a note is dictated, numbers are swapped for placeholders before it is sent (a typed note is sent as typed), and any suggestion that adds a number is rejected. Maintivo produces and keeps the record; the registered engineer signs it and remains the competent person.