Compliance management software for statutory building checks
Fabric is compliance management software for multi-site UK operators. Certificates and inspections are stored against the asset they relate to, due dates are tracked, and you always know what is done and what is coming up.
Why statutory compliance needs dedicated software
Across a multi-site estate, statutory compliance means dozens of certificates per site, each with its own renewal date, its own contractor and its own place in someone's inbox.
The gas safety record for one kitchen is in a shared drive. The EICR for another site was emailed to a manager who has since left. The extract cleaning report exists, but nobody can say whether it covered the whole system. When an auditor, insurer, landlord or enforcing officer asks for evidence, the search begins.
Spreadsheets can list due dates, but they cannot prove the work was done, link the certificate to the right appliance or warn you when something is about to lapse. That is the gap compliance management software fills.
It also matters who holds the duty. In many buildings, responsibilities are split between a landlord, a tenant, an FM provider and specialist contractors. Recording each check against the right asset, with the right contractor, makes those lines clearer and stops checks falling between parties.
Compliance that updates itself as work is done
In Fabric, compliance is not a separate list to maintain. It is built from the same sites, assets and jobs as everything else.
Certificates per asset
Gas safety records, EICRs, extract reports and inspection reports are stored against the asset or system they relate to.
Due-date tracking
Each certificate has an expiry or next-due date, with renewal reminders before anything lapses.
Filed as work completes
When a contractor signs off a job, the certificate can be filed against the asset straight away.
Full audit trail
See who did the work, when, what they found and the evidence they left, for every asset.
Status by site
See what is valid, what is due soon and what is overdue across your whole estate, then drill into any site.
Client visibility
Give clients and landlords a live view of compliance for their own sites, instead of sending folders of PDFs.
Fabric does not decide what your premises need. Your risk assessments, insurers and competent contractors do that. What Fabric does is make sure every check you have identified is scheduled, carried out, evidenced and renewed on time, and that you can prove it.
Common statutory checks for UK commercial premises
The checks that apply depend on your premises, equipment and risk assessments. Where guidance is risk-based, the interval comes from your assessment or competent person, not a fixed rule.
| Area | Main instrument or standard | What you keep |
|---|---|---|
| Gas appliances | Gas Safety (Installation and Use) Regulations 1998 | Gas safety inspection records |
| Fire safety | Regulatory Reform (Fire Safety) Order 2005 | Fire risk assessment and actions |
| Fire alarm | BS 5839-1 | Weekly tests and service records |
| Emergency lighting | BS 5266-1 | Monthly and annual test records |
| Electrical installation | Electricity at Work Regulations 1989, BS 7671 | EICR and remedial records |
| Water hygiene | HSE ACOP L8 and HSG274 | Legionella risk assessment and monitoring |
| Kitchen extract | BESA TR19 Grease | Cleaning and inspection reports |
| Pressure systems | PSSR 2000 | Written scheme and examination reports |
| Lifting equipment | LOLER 1998 | Thorough examination reports |
| Refrigeration and air conditioning | F-gas regulations | Leak check records, where required |
Answer the question in seconds
Compliance is rarely lost through one big failure. It slips through small gaps: a contractor who forgot to send the certificate, a renewal date nobody noted, a remedial action that was never booked. Fabric is designed to close those gaps by tying each check to an asset, a job and a person.
When someone asks whether a site is compliant, you should not need to search. In Fabric you open the site, see the status of each check and open the certificate behind it.
- Set up the checksAdd the statutory checks that apply to each site and asset.
- Schedule the workLink each check to a planned maintenance schedule and contractor.
- File the evidenceCertificates are stored against the asset as jobs are completed.
- Stay aheadRenewal reminders arrive before anything lapses.
Compliance guides for hospitality and multi-site operators
Fabric is in early access ahead of launch in 2027. Our guides explain what each check involves and how often it is usually done.
Common questions
What is statutory compliance in facilities management?
Statutory compliance means the inspections, tests and maintenance that the law requires for your building and equipment, such as gas safety, fire safety, electrical safety, water hygiene and pressure systems. The duty usually sits with the employer, landlord or person in control of the premises.
What is compliance management software?
Compliance management software records which checks apply to each site and asset, when they are due, who carried them out and the certificate or report that proves it, so you can show your position at any time.
Which certificates does a commercial kitchen need?
It depends on the premises, but commonly a gas safety record for catering appliances, kitchen extract cleaning reports to BESA TR19 Grease, an EICR for the fixed wiring, fire alarm and emergency lighting records, a legionella risk assessment and, for espresso machines and other pressure equipment, a written scheme of examination under PSSR 2000.
Does Fabric replace a fire risk assessment or legionella risk assessment?
No. Those must be carried out by a competent person. Fabric stores the assessment and tracks the actions and checks that follow from it.
How much does Fabric compliance software cost?
Pricing will be announced at launch in 2027. Early access is open now.
Related
Commercial kitchen compliance checklist for UK cafés and restaurants
UK compliance checklist for commercial kitchens, cafés and restaurants: gas, TR19 extract, electrics, fire, legionella, PSSR and F-gas, with frequencies.
Fire alarm and emergency lighting testing: what to do and when
How often to test fire alarms, emergency lighting and extinguishers in UK premises, with BS 5839-1, BS 5266-1 and BS 5306-3 schedules and logbook tips.
Legionella risk assessment for restaurants and cafés
Legionella duties for UK restaurants and cafés under HSE ACOP L8 and HSG274: risk assessments, water temperatures, flushing outlets and record keeping.
Run your estate on Fabric.
Early access is open for multi-site operators, caterers and FM providers.