Managed physical compliance
We keep your estate in date.
Every asset that must be examined, tested or certified — kept in date, evidenced, and every finding it raises closed. Continuously, not once a year. Using the specialists, the systems and the rates you already have.
Your contractors can each prove their work was done. Nobody can prove your estate is complete.
The specialist signs the examination. We keep the whole estate current.
What you already have
- SpreadsheetAsset register.xlsx
- SystemYour existing CAFM
- CertificateLOLER Certificate.pdf
- ProvidersContractors you already use
- Site emailsRE: annual inspection
Chased to done
What Kiwi handles
- Inspection booked
- Provider chased
- Certificate received
- Action raised
- Next due recorded
Today, and with Kiwi
The risk sits with you, for the whole estate. Everyone you rely on stops at the edge of their scope.
The same duty. The same firms. One thing holding the whole.
Hired to make the site safer. The register was never the job.
- Each contractor is right to stop at the edge of their scope. It is what you pay them for, and where their liability ends.
- A tick records that a certificate arrived. Not that the asset is in date, that the defect on page four was closed, or that it is filed against the right asset.
- The only thing spanning the gaps is a register and the person who keeps it. Usually your most qualified safety person.
- −Chasing nineteen contractors for datesRisk assessments that describe the site as it is this month
- −Matching PDFs to the assets they describeWalking the floor, and being known on it
- −Keeping the register, and carrying the blame when it is wrongThe near-miss nobody wrote up, investigated properly
- −The scramble before the insurer’s engineer arrivesContractor competence, checked rather than assumed
- −Approving the same lift invoice a third timeNext year’s plant: what to replace before it fails
- −Re-keying one certificate into two systemsTraining the people who actually operate the equipment
Already have a CAFM?Keep it.
Already have trusted inspectors?Keep them.
Already have an asset register?Send it over.
Kiwi works around your existing setup and fills the gaps.
No migration project. No rip-and-replace. No new platform for your team to administer.
Compliance arrives from everywhere, owned by nobody.
Kiwi holds it as one record, and keeps every asset in date.
The same estate. One record, one owner, and a state you can prove on any date.
How Kiwi works
Compliance kept as a state, not chased as a series of visits.
- 01
Every asset goes on the record.
We reconcile what you declare against what the certificates evidence and what is actually on site. Each asset that carries an obligation is enrolled with that obligation attached. Anything we cannot place is raised as an exception, not quietly dropped.
- 02
Each one is kept in date.
The interval is set by regulation or by your competent person’s scheme, not by us. Our job is that the specialist attends inside it: instructed, access arranged, and replaced if a provider fails — using the firms you already use wherever you have them.
- 03
What is found gets closed.
An examination that raises a defect starts a clock, and the inspector’s duty ends at the report. Every finding gets an owner, a deadline and evidence it was done, so nothing stays open because it fell between the person who found it and the person who fixes it.
- 04
The record holds.
Certificate, findings and closure sit on the asset they belong to. On any date an auditor, insurer or acquirer chooses, the estate can show its position — not the position at the last annual review.
What enrolment finds.
The first thing you receive is a document, not a demo: every asset on the site with its regime, its last examination and its next due date, and beneath it the exceptions. Your records were never designed to agree with one another. These are the rows that usually show it.
Two next-due dates
Register: 14 Mar 2027 · Certificate: 09 Feb 2027
The certificate wins. The register is corrected, and the interval is checked against the regime that applies.
On a certificate, not on the register
LEV report: 23 units examined · Register: 19 listed
Four assets enrolled, each with its obligation attached, and the register grows to what the site actually holds.
Current, with an open defect
Status: in date · Last report: Category B item, unresolved
The status is corrected. A finding is opened with an owner, a deadline and a place for the evidence it was done.
No evidence inside the interval
PSSR, 14-month scheme · Last written report: Jun 2024
Raised as overdue, not assumed. Your specialist is instructed and access is arranged.
Same asset twice
HOIST-041 · “Hoist 41 (new)” — both lines live
Collapsed to one asset carrying its full history, so the retired line stops generating a due date.
Certificate filed against the wrong site
Serial on certificate: Leeds · Filed under: Birmingham
Moved to the asset it belongs to. Birmingham’s own asset goes back to needing evidence.
Then a last list: what we could not place at all. It comes to you as a question, not a deletion, because a register that quietly loses assets is the problem we are here to remove.
Your contractors are excellent inside their scope. The estate is what you are accountable for.
Nobody sells you that. So the specialists keep their scope, and Kiwi keeps the whole.
Where responsibility sits
The specialist owns the examination. We own everything around it.
Each of your specialists is responsible for their examination and nothing beyond it. Kiwi is answerable to you for the whole: that every asset is on the record, in date, closed when something is found, and provable on demand. The parts that must stay with a qualified person, and with you, stay exactly where the law puts them.
The independent specialist
Owns the examination
- Technical judgement on site
- The findings and what they mean
- Certification and sign-off
- Professional liability for the examination
Kiwi
Owns the process
- Every asset that carries an obligation, and which obligation it carries
- That the specialist attends inside the interval their scheme sets
- Whether the evidence comes back, and chasing it until it does
- Whether every defect raised is driven to closure
- Whether the record is complete enough to hand an auditor
The statutory duty stays with you.
It cannot be contracted out, and we would not claim to take it. What we take on, in writing, is being answerable to you for four things: that the record is complete, that every asset on it is in date, that every finding is closed, and that all of it can be shown on the day someone asks.
How you actually use Kiwi
Your inbox is the interface.
There is nothing for your team to log into, learn or administer. Kiwi works the estate in the background and writes to you only when the answer is genuinely yours to give. No digests, no notifications, no copies for information — if an email arrives, one line settles it.
Week to 2 September. We do not send updates. If Kiwi emails you, it is because the answer is only in your head.
Approval needed — GL-04 suspension repair, £1,840
Kiwi ComplianceKiwi Compliance<estate@kiwicompliance.com>Mon 31 Aug, 08:14
to me
Sarah, GL-04 at Manchester DC was examined on Friday. The report raises a defect on the suspension gear with a remedy deadline of 26 September. Pennine quote £1,840 + VAT, one day, parts in stock. They are holding 16 September for us provisionally. Reply yes and we will confirm the slot, chase the parts and put the evidence back on file. Reply no and we will get you two comparison quotes by Thursday. Kiwi
LOLER_Report_GL-04.pdfDownload
Sarah Whitfield<sarah.whitfield@—>Mon 31 Aug, 08:31
to Kiwi Compliance
Approved — book the 16th. Thanks Sarah
Kiwi Compliance<estate@kiwicompliance.com>Mon 31 Aug, 08:44
to me
Booked. Pennine confirmed 16 September, 07:00. Rob has the visit on the gate log, and GL-04 stays flagged on your record until the re-examination evidence is back. Nothing further needed from you. Kiwi
The platform is behind, greyed out on purpose. You open it to export something or look at a detail — not to run your week.
Ten providers in. One thread out.
Today every specialist on your estate emails your team, and your team holds ten separate conversations to keep them moving. With Kiwi, the providers correspond with us. You keep one thread, with one desk, about the whole estate.
The platform
The platform you don’t have to use.
Everything Kiwi does is recorded here — the register, the correspondence, the invoices, the evidence. You are not expected to live in it. Open it to export something, answer an auditor or look at a detail, then close it again.
Good morning, Sarah
Estate compliance
What happened on your estate
| Time | Event | Asset | Party | Outcome |
|---|---|---|---|---|
| 02 Sep 09:11 | Booking confirmed | GL-02 … GL-05 | Pennine Lift Services | Booked 24 Sep |
| 02 Sep 08:44 | Repair approved | GL-04 | Pennine Lift Services | Scheduled 16 Sep |
| 02 Sep 07:30 | Chase sent — day 7 | LEV-0091 | Northwest Extraction | Awaiting report |
| 01 Sep 16:20 | Certificate filed | FIRE-0044 | Severn Fire Systems | Next due 02 Jun 2027 |
| 01 Sep 11:05 | Invoice queried | EICR-0130 | Midlands Electrical | £180 over quote |
| 29 Aug 16:51 | Defect extracted | GL-04 | Kiwi | ACT-0361 raised |
| 27 Aug 09:40 | Asset added | PV-0119 | Vale Inspection | Examined, no defects |
| 26 Aug 14:02 | Access arranged | PV-0119 | Dan Ackroyd · Chester | Confirmed 19 Sep |
Illustrative interface. Sites, assets, providers, correspondence and invoices are examples, not customer records.
Your providers
We work with the providers you already have.
Keep the contractors you trust. They keep their examination and their scheme. We make sure each visit happens inside the interval, the evidence comes back, and what they find is closed.
Where an asset has no one covering it, we source the right specialist and hold them to the same standard. No supplier has to be replaced for the estate to be complete.
Technology
Technology where it helps. People where they matter.
Kiwi uses automation and AI to structure records, identify upcoming requirements, organise workflows and remove repetitive administration.
Physical inspection still belongs to competent specialists.
- 01Documents arriveReports, certificates, registers
- 02Information extractedAsset, date, provider, outcome
- 03Data structuredOne consistent register
- 04Obligations attachedWhich regime, which interval, which asset
- 05Specialist attendsCompetent person, on siteHuman
- 06Record updatesEvidence back on the asset
AI organises. Humans verify.
Services
One operator across every discipline.
Every discipline below can run through the provider you already use, or one we source for you. Either way there is one number to call and one record to look at.
Lifting equipment
Thorough examination under LOLER, at the interval the equipment calls for.
LOLER 1998Your provider or Kiwi-sourced
Local exhaust ventilation
Thorough examination and testing at intervals of no more than 14 months.
COSHH reg. 9Your provider or Kiwi-sourced
Pressure systems
Examination against the written scheme, and the scheme itself kept live.
PSSR 2000Your provider or Kiwi-sourced
Electrical
Periodic inspection and testing, including rolling fixed-wire programmes and EICR remedials.
EAWR 1989Your provider or Kiwi-sourced
Fire & life safety
Alarm and suppression servicing, damper testing and fire risk assessment review.
RRO 2005Your provider or Kiwi-sourced
Water hygiene
Monitoring, sampling and risk assessment review across the water system.
ACoP L8Your provider or Kiwi-sourced
And other physical compliance requirements.
Tell us what you look after and we’ll tell you what we can cover.
Multi-site
One estate. However many postcodes.
One live record of every asset across every site, held to one standard, whoever attends it locally.
- Central visibility of every site
- Work routed to local specialists
- Records held to one consistent standard
What it costs
One fee, per covered asset, per year.
You pay Kiwi for each asset we keep in date. Your specialists’ work passes through at the rate you already agreed. The first cycle is free, and the fee is put in writing before anything else is instructed.
What are you paying for?
The state, not the visits.
Every covered asset carries one flat fee, per year, for being kept in date, evidenced and closed. It is priced against the person you would otherwise hire to do this, and it comes in well under. It does not move when an asset is examined more often, or less.
And the inspections themselves?
At cost.
Your specialists do the work at the rate you already agreed with them, and it passes through to you on one statement, checked against the quote and the evidence. We take nothing from them. Your rate is your rate.
Could that bend an inspection?
No, and here is why.
We are paid per asset for the state, never for findings and never for remedial work. Our fee is identical whether an asset passes, fails or raises twenty defects. Kiwi does not carry out, witness or sign an examination — the competent person does, and their report reaches you exactly as written.
One invoice in. One payment out.
Every specialist invoice comes to us and is checked against the quote and the evidence before it can travel any further. You receive one itemised invoice a month and make one payment. We settle with every specialist behind it at their rate, and our own fee sits on the same statement as its own line.
- One supplier
- Kiwi is the only compliance line on your purchase ledger, however many specialists work the estate.
- One invoice
- Raised monthly: the specialists’ work at cost, itemised to the asset, and our fee as its own line.
- One payment
- On your terms. We settle with each specialist at their rate, so a slow approval never becomes a provider chasing your team.
- Nothing on findings
- Not a percentage of the work, not a share of a remedial, not a cut of the provider’s rate. A flat fee for the state, and nothing else.
The fee per asset depends on the regimes on your estate and how many assets carry them. We will put the number in writing after the first cycle, before anything else is instructed, so nothing about how we are paid has to be taken on trust.
About Kiwi
Physical compliance is organised backwards.
The law puts the duty on you, for the whole estate. The market that serves it grew up one hazard at a time: a lift firm, a fire firm, a water firm, each excellent inside its scope and each ending at its scope. So you buy a horizontal liability in vertical slices, and the thing you are actually accountable for — the estate being complete — is not a thing anyone sells you.
So we organised it the other way round.
Kiwi holds the estate as one record, asset by asset, and keeps every one in date, evidenced and closed. Your specialists keep their examinations. You pay us for the state, per asset, and we take nothing from them and nothing on what they find. One question stops being difficult: is everything that should be on the record on it, and is all of it current?
We are early, and choosing who we work with deliberately. If that is you, you will be talking to the founder, not an account team.
Where we would start
One asset class. One site. One cycle.
A first engagement should not need a procurement process. Pick one regime at one site and let us enrol it, keep it in date and close what it raises, for one full cycle. By day five you will be looking at your own estate, not our demo.
- Day 1
Send us the mess.
A shared folder and whatever you already hold — the register, last year’s certificates, the contractor names, the spreadsheet nobody maintains. It does not need tidying first. Untidy is the input we are built for.
- Days 2–4
We enrol it.
Every asset matched three ways: what you declared, what the certificates actually evidence, and what is on site. Duplicates collapsed, and anything we cannot account for opened as an exception rather than quietly dropped.
- Day 5
You see your own estate.
Not a demo of ours. Your assets, your dates, and — more useful — the list of what we could not place. This is usually the point at which the conversation stops being abstract.
- The cycle
We run it through to closed.
We instruct your specialist, arrange access, chase the evidence back and drive every defect raised to closure. You hear from us once, by email, and only when the answer is genuinely yours to give.
Nothing is signed.
A one-page scope naming the site, the asset class and the cycle. No master agreement, no minimum term, no notice period.
The first cycle is free.
One asset class, one site, one full cycle at no charge from Kiwi. Your specialists’ work is billed at the rate you already agreed. After that, a flat fee per covered asset, put in writing before anything else is instructed.
Nothing is replaced.
Your specialists, your CAFM, your contracts and your engineering insurer’s inspection body all stay exactly where they are.
At the end of the cycle you decide whether it goes any further. If the answer is no, you keep the reconciled register and the evidence pack, and we go away.
Start with one siteStart with one site.
Send us a compliance register, an asset list — or simply talk us through how one site works today. We’ll show you where Kiwi could take work off your team.
No migration. No perfect data. No need to change providers.