Instaris is the evidence and provability layer for Hard and Soft FM contractors.
Be ready to prove it. Every audit. Every portal. Every bid.
No expired certs. No missing paperwork. No tender lost to a rushed pack. The Proof Diagnostic shows where your evidence position is weakest today.
Our team worked at Meta, Google, the Cabinet Office and the Home Office. We know how to build operations that hold up under audit.
You bought the tools. You hold the certs. That is not the problem.
Most growing FM and trade contractors run on a stack of specialist tools — and they are professionally accredited businesses.
For Hard FM and M&E, that often means
JoblogicVisit Joblogic↗,
Commusoft
Visit Commusoft↗,
BigChange
Visit BigChange↗ or
SimPRO
Visit SimPRO↗.
For cleaning, guarding and grounds, it is
TEAM SoftwareVisit TEAM Software↗,
SmartTask
Visit SmartTask↗ and
Aspire
Visit Aspire↗.
For the accreditations themselves, it is
SafeContractorVisit SafeContractor↗,
CHAS
Visit CHAS↗,
Constructionline
Visit Constructionline↗,
Avetta
Visit Avetta↗, ISO 9001/14001/45001, plus trade bodies — BESA, ECA, FETA, NICEIC, REFCOM, Gas Safe, FIA.
For competence, it is ACS gas, F-Gas, 18th Edition, IPAF, PASMA, SMSTS, asbestos awareness, first aid — refreshed on rolling cycles per engineer.
For records, it is
SharePointVisit SharePoint↗,
Google Drive
Visit Google Drive↗,
WhatsApp threads
Visit WhatsApp↗, shared Outlook inboxes and a spreadsheet built three years ago by someone who has since left.
Each tool does its job. Each accreditation is real. We are not here to swap any of it out.
You hold the evidence. You can't always produce it.
Engineer certs sit in HR. Insurance certificates sit in a broker's email. Accreditations sit in supplier portals. Policies sit in SharePoint. Competence records sit in a spreadsheet. There is no one place that holds the current, audited, instantly producible picture.
Your evidence lives in fifteen places. Your proof lives nowhere.
Certs are in HR. Policies are in the drive. Insurance is in the broker's inbox. The competence matrix is in a spreadsheet. Each system holds part of the picture. The full picture is not in any of them.
When a client, auditor or tender asks, the same two people scramble.
The Ops Director knows where most things are. The MD knows the rest. Producing a portal-ready pack takes a weekend. Producing an audit-ready response takes three days. The work stops while the paperwork is assembled.
As the business grows, the problem grows faster.
More engineers, more certs, more sites, more clients, more portals, more renewal cycles. The proof obligation compounds with every hire and every new contract. The Proof Diagnostic puts a number on what that is costing you in lost time, lost bids, and approved-supplier status quietly slipping away.
You can't prove what you can't find.
Right now, the only way to answer a compliance question is to call someone, dig through a drive, check a portal, or chase an engineer. By the time you've assembled the answer, the FM client has already moved on, the auditor has already noted the gap, or the tender deadline has already passed.
The slow point isn't the certificates. It's the join-up.
You hold the accreditations. The engineers have the tickets. The insurance is in place. What's missing is the function that turns all of it into a single producible artefact when someone external asks.
Every system holds half the answer.
Your job tool knows what was done but not who was qualified to do it. Your HR tool knows who holds what cert but not when each one expires against the work pipeline. Your CRM knows the clients but not which portal each one runs. Someone in the office finishes the sentence — every day, by hand.
Not another accreditation. The function that makes the ones you hold productive.
Instaris owns the evidence and provability layer of your business. We pull together every certificate, policy, accreditation, insurance schedule, RAMS template and competence record into one current, audited, instantly producible source of truth. We track every expiry, manage every portal renewal, prepare every audit, and assemble every tender response. When any client, insurer, auditor or framework asks the business to prove it is eligible to do the work — the answer goes out in minutes. Once the proof flows, the work flows.
Twelve stages per evidence cycle. Each is where proof flows — or stops.
The cycle is the same whether the work is Hard FM, M&E, single-trade specialist or TFM that spans both. The losses are rarely in one place — they are spread across several stages, each one quiet on its own. Together, they cost contracts, bids, and approved-supplier status.
Map
Every client framework, portal and tender requirement mapped to what they want to see — before the question lands.
Audit
Every cert, policy, accreditation and insurance certificate verified for currency. What's real, what's stale, what's missing — in one report.
Consolidate
One structured, indexed, version-controlled library of evidence. Every document where it belongs. Nothing in a personal drive.
Refresh
Stale policies, expired RAMS, outdated case studies brought up to current standard. Documented review dates and renewal cycles installed.
Build
The Living Company Evidence Pack assembled — identity, accreditations, insurance, policies, competence, H&S, capability and track record in one current artefact.
Match
The pack mapped to each major client portal's question set — SafeContractor, CHAS, Constructionline, Avetta — so renewal becomes copy-and-attach.
Track
Live engineer competence matrix — every ticket, every expiry, every scope — alive against the job pipeline.
Warn
90 / 60 / 30 day alerts on every cert, accreditation, policy and insurance renewal. Named owners. Renewal bookings happen before lapses do.
Renew
Portal renewals, ISO surveillance audits, accreditation renewals run on a calendar, not a panic.
Respond
On-demand evidence packs assembled for client compliance requests within minutes. Per job, per site, per framework.
Bid
Tender PQQ responses assembled from a structured library — pre-written answers, case studies, evidence attachments — in hours, not days.
Defend
Mock audits, regulatory horizon scanning, Building Safety Act readiness, ESG positioning. The proof function stays ahead of what's coming next.
See where your proof position is weakest — before you commit to anything.
Ten questions about how the evidence function runs today. You get an immediate read on where your audit, portal and tender readiness is strongest, where it is weakest, and a £ estimate of what the gaps are costing in lost bids and exposed contracts. No call needed before the result lands on screen.
Instaris was built by operators and engineers. We worked on large, sensitive, high-stakes programmes at Meta, Google, the Cabinet Office and the Home Office — where records, audit trails and the ability to prove what was done were not optional. We bring that same discipline to UK trade contractors. We do not write reports and leave. We sit alongside your team, build the evidence layer inside your business, and hand you the keys at the end.
Deadlines, renewals and records treated as live rules — not paperwork.
In high-stakes environments, contract deadlines, renewal dates and compliance records are tracked as active priorities — not checked at the end of the month.
Records, access and audit trails handled with care.
Engineer competence records, client site evidence, safety certificates and audit trails need clear rules and a reliable chain of custody.
Systems that keep running when the workload gets high.
Evidence functions get noisy fast as engineer count grows. We design systems so certs, renewals and exceptions do not get lost in WhatsApp threads, shared inboxes or one person's memory.
Systems that work in the office, on a call and in the field.
The layer has to work for engineers, coordinators and owners without adding admin. A system the team actually uses matters more than the one with the most features.
Not new work. Work the evidence was meant to be doing.
Once the proof function is in place, the obvious wins show up first. Most businesses have never seen them because the evidence was scattered. None of this needs new accreditations or new software. It is work the business should already be doing — and would be, if the proof flowed.
Cert expiry alerts
At 90 / 60 / 30 days, routed to a named owner — never an "expired three weeks ago" finding.
Portal renewals
SafeContractor, CHAS, Constructionline, Avetta — turned from multi-week scrambles into 30-minute routines.
Job pack evidence
Auto-attached at job close — the right certs, RAMS, photos and sign-offs, every time.
Insurance schedule
Refreshed and presented in client-ready form on renewal — no more broker back-and-forth.
Policy refresh cycle
H&S, environmental, quality, modern slavery, GDPR, anti-bribery — current, signed, dated, ready for any audit.
Engineer competence matrix
Kept live against the job pipeline — never the wrong engineer on the wrong job.
Tender PQQ assembly
From a structured library — answer once, reuse forever, lift win rates.
Subcontractor evidence checks
Before they ever step onto a client site.
RAMS template currency
Stale documents retired, active ones reviewed on schedule.
Owner pack
In your inbox by 08:00 Monday — what's expiring, what needs renewal, what bids are due.
What becomes inevitable once the proof flows.
Tier 1 was overdue work. Tier 2 changes the maths of the business — only possible once the proof function exists.
Eligibility forecast by client framework
Which contracts you're at risk of losing on paperwork in the next 90 days.
Tender win-rate analysis
By evidence completeness, by framework, by buyer type.
Competence-vs-pipeline match
Which engineers are qualified for the work you've actually booked.
Audit readiness score
By client, refreshed continuously, not the week before the audit.
Cost of compliance by contract
Finally visible, finally optimisable.
Engineer training ROI
Which certifications unlock which revenue.
Insurance position improvement
Claims history, controls, evidence quality reflected in premium negotiations.
Portal pass rates over time
Which portals you're slipping on, which you're winning on.
Evidence currency dashboard
% of pack current, % at risk, % stale — at a glance.
08:00 owner pack
What needs your decision today on the proof side, what to ignore.
Tier 2 is not a set of bolt-on dashboards. It is what becomes inevitable once the proof function is real.
The proof function, installed inside your business. Not advice. Not a deck.
Three weeks. A visible win every few days. Four delivery guarantees, written in. Built around the accreditations, tools and evidence you already hold — no new software to buy, no 60-page strategy deck, no long-term lock-in.
We sit alongside the team and verify exactly what you hold.
A scored audit across accreditations, competence, insurance, policies, RAMS and capability evidence — what's real, what's stale, what's missing. First Proof Win delivered by day seven: a closed gap you can point at.
The library, the matrix, the pack, the renewal calendar — all live.
The Living Company Evidence Pack assembled. The engineer competence matrix live with expiry alerts. The portal renewal calendar installed. A portal-ready evidence pack mapped to your top three commercial clients' frameworks. Prioritised 90-day proof roadmap delivered on day twenty-one.
What we promise before we start.
- First Proof Win by day 7 — or the sprint extends free
- Pilot assets usable by day 21 — or we keep building up to 10 working days at no cost
- Portal-ready evidence pack live by day 21 — or we keep refining it free
- Retainer roadmap decision-ready at handover — or we rebuild it free in a follow-up session
A visible win every few days. Not just at the end.
The pilot is engineered to deliver something visible every two to three days. You do not wait three weeks to see what we have been doing — you see wins stack up in real time, starting with the Evidence State Audit and your exact proof-gap report in writing.
What happens and when
- W1Audit and mapWe sit alongside your team, pull every cert, policy, accreditation, insurance schedule and competence record into one place, and map them against the client frameworks that matter. By day 7 you receive the Evidence State Audit and your exact proof-gap report in writing — before we build anything else.
- W2Build the layerWe assemble the Living Company Evidence Pack, build the engineer competence matrix, install the cert expiry alerts and stand up the portal renewal calendar. Every day this week ends with something live. The first closed proof gap typically lands within 48 hours.
- W3Embed and hand overDay 15 the portal-ready evidence pack goes live — mapped to your top three commercial clients' frameworks. Day 17 your team is trained on the maintenance rhythm. Day 21 is the handover: we replay your day-1 goals, hand you the 90-day retainer roadmap, and you own the layer.
Four delivery guarantees
- Day 7 · First Proof Win in your hands — or the sprint extends free.
- Day 21 · Pilot assets usable in your business — or we keep building up to 10 working days at no cost.
- Day 21 · Portal-ready evidence pack live — or we keep refining it free.
- Handover · Retainer roadmap decision-ready — or we run an additional strategy session and rebuild it free.
Find out where your proof position is weakest — and what it's costing.
Ten questions about how the evidence function runs today. You get an instant read on audit, portal and tender readiness, the two dimensions dragging the business hardest, and a clear next step. No call needed before the result lands on screen.
The diagnostic is worth running on its own. A 30-minute call is offered on the results page, but only after the data is in your hands.