For independent UK block managers
Stop chasing contractors for certificates.
Kept In Order asks your contractors for gas, electrical, fire and lift certificates, chases them until they're uploaded, reads each one when it arrives, and warns you before anything expires.
Now taking 5 founding firms – free setup, we load your existing certificates for you.
Sound familiar?
- You've emailed the gas engineer three times for the CP12, and you'll email again on Friday.
- The spreadsheet says the EICR is due. The contractor says they sent it in March. Nobody can find it.
- A fire risk assessment or lift inspection quietly ran out, and you found out when someone asked for it.
- A director, insurer or leaseholder wants proof, and you're digging through Outlook folders to put a pack together.
- The rules keep tightening – the Building Safety Act, the Fire Safety (England) Regulations 2022 – and the paperwork has to keep up.
How it works
Four steps. No software for your contractors to learn.
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Ask once
Pick the building, tick the certificates you need and choose the contractor. They get one email with a secure upload link – however many certificates you've asked for.
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The contractor uploads from the link – no login
A PDF or a photo from their phone is fine. No account, no password, no app. If the date passes and nothing's arrived, they're reminded every week until it's in – so you don't have to.
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It reads the certificate. You click Accept.
The expiry date, pass or fail, engineer and company are read for you and shown next to the document. Anything it isn't sure about is highlighted for you to check. Nothing counts until you accept it.
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Reminders, and a one-click audit pack
You're emailed 30 and 7 days before anything expires. Each building shows what's in date, due, overdue or missing. When someone asks for proof, Audit pack downloads every current certificate with a summary PDF.
Certificates it covers today
- Gas safety (CP12)
- EICR
- Fire risk assessment
- Fire alarm & emergency lighting
- Legionella
- Lifts (LOLER)
- PAT
- Buildings insurance
Who it's for
Independent block management firms looking after roughly 5 to 60 blocks. You run on Outlook and Excel, someone in the office spends hours a week chasing contractors, and you'd like to answer “are we compliant?” in seconds rather than an afternoon.
It sits alongside whatever you use for accounts and service charges. It only does certificates – and tries to do that one job well.
Where we are
Kept In Order is new. It works end to end today – request, upload, reading, reminders and audit packs – and we're looking for a handful of firms to use it on real buildings and tell us what to fix.
You'll deal directly with the person who builds it.
Founding firms
Now taking 5 founding firms
- Free setup. Send us the certificates you already have and we'll load them for you, so your first look at the dashboard shows your own buildings.
- A 15-minute demo first. No commitment – see whether it fits how you work.
- A say in what comes next. Founding firms shape the roadmap.
Prefer email? Write to hello@keptinorder.co.uk.
Book a 15-minute demo
Questions
Is my data secure? Where is it kept?
Each firm's data is kept completely separate from every other firm's. Certificates are stored privately, not at a public web address, and contractor upload links are long, random and expire. Uploaded files are checked to make sure they really are documents, and every change – who accepted what, and when – is recorded in an audit log.
We're finalising where the service is hosted. Before you share any certificates, we'll tell you in writing exactly where your data will be held and which companies help process it (for example, the service that reads certificates), and sign a data processing agreement with you.
Does it work with my existing software?
It works alongside it. Kept In Order is a website – there's nothing to install and nothing to connect. Keep using your block management, accounts and email software as you do now; Kept In Order just handles the certificates. The audit pack is a normal zip of PDFs you can email or save anywhere.
What if my contractors won't use it?
They don't need to sign up for anything – no login, no password, no app. They get an email with a link that works on a phone: tap it, take a photo or choose the PDF, done. Each contractor gets one link that always shows everything you've asked them for.
If they miss the date, they're reminded by email every week until it's uploaded.
If one still just emails you a PDF, upload it yourself in a few seconds. It's read, checked and tracked exactly the same way, and reminders carry on from there.
Planned, not live yet: contractors simply replying to the request email with the certificate attached, and a “chased N times” count on the dashboard.
How accurate is the reading?
Clear PDFs are usually read well; phone photos and long reports are harder. It isn't perfect, which is why you see the document side by side with what was read, anything uncertain is highlighted, and nothing counts until you click Accept.
Are you UK-based?
Kept In Order is built for UK block management – UK certificate types, UK regulations and UK English. It's run by Ubaid Patel from Bolton, Greater Manchester, and you'll speak to him directly.
What does it cost?
Setup is free for founding firms. We'll go through pricing on the demo call, with no obligation.