The verdict in three sentences
A testing firm that types up paper test sheets back at the office pays twice for the same work: in London, one hour of write-up per report across 3,500 inspections equals roughly two full-time inspectors. An offline app with schedule-based checklists, annotated photos and a signed PDF report generated on site costs 40,000 to 70,000 GBP and cuts write-up time by around 60%. Payback is measured in months, provided you scope the report models and observation codes carefully.
The problem: every reading is recorded twice
Emma runs an electrical testing firm in London: 15 inspectors, 3,500 inspections a year, mostly Electrical Installation Condition Reports (EICRs) for landlords, commercial premises and housing associations, plus minor works and installation certificates. The current process is typical of firms with 10 to 30 inspectors:
- readings on paper schedules or a fillable PDF, photos on personal phones;
- back at the office, photos sorted and readings retyped into certification software or Word;
- review by a qualified supervisor, report sent 7 to 10 working days later.
The result: an hour of retyping per report on average, transcription errors in circuit numbering and C1/C2/C3 codes, and landlords chasing reports ahead of tenancy deadlines.
What the app does, module by module
| Module | Function | Measurable gain | Share of budget |
|---|---|---|---|
| Scheduling | Job allocation, tablet sync the evening before | 20 minutes less prep per day | 10% |
| Schedule-based checklists | Pre-filled inspection items by job and property type | Missed items almost eliminated | 20% |
| Offline mode | Entry in basements and plant rooms without signal, sync later | No double entry | 15% |
| Annotated photos | Arrows, notes and photos linked to each observation code | No more photo sorting | 15% |
| Report generation | PDF in the firm's layout, inspector e-signature | Report ready at end of visit | 20% |
| Observation tracking | History per property, follow-up on recurring C2 defects | Remedial work upsell, annual contracts | 10% |
| Back office and exports | Supervisor sign-off, accounting export | Invoice triggered at approval | 10% |
The hard part is not the tablet, it is modelling the schedules and report structures: each certificate type has its own layout, observation codes and mandatory fields. Plan 3 to 4 weeks of discovery with a senior inspector seconded half-time.
Budget and timeline: 2026 orders of magnitude in London
| Option | Upfront cost | Annual cost | Timeline | Limits |
|---|---|---|---|---|
| Off-the-shelf certification software | 2,000 to 6,000 GBP setup | 35 to 80 GBP per user per month | 1 to 2 months | Rigid layouts, limited exports and history |
| No-code forms on tablets | 4,000 to 10,000 GBP | 2,500 to 5,000 GBP | 1 month | Fragile offline, no per-property history |
| Custom app, core scope | 40,000 to 50,000 GBP | 4,000 to 7,000 GBP support and hosting | 3 to 4 months | Fewer certificate types at launch |
| Custom app, full scope | 50,000 to 70,000 GBP | 6,000 to 9,000 GBP | 4 months | More demanding discovery |
A typical 4-month plan: discovery and wireframes (4 weeks), development in three releases (10 weeks), pilot with 3 inspectors (2 weeks), rollout. The pilot matters: it exposes useless fields and badly framed photos before the whole team forms bad habits. To structure the vendor selection, see our guide to scoring agency proposals for a software RFP.
Mini case study
Emma works out the gain before signing.
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- Current write-up time: 3,500 reports × 1 h = 3,500 h a year.
- Target reduction of 60%: 2,100 h saved.
- Loaded hourly cost of an inspector: about 40 GBP.
- Annual gain: 2,100 × 40 = 84,000 GBP.
Chosen project: 58,000 GBP plus 7,500 GBP a year for support and hosting. In year one, the net gain is 84,000 − 58,000 − 7,500 = 18,500 GBP. From year two, it exceeds 76,000 GBP. Emma reinvests part of the time freed: about 1,200 extra inspections a year without hiring, and report turnaround cut from 8 days to 1 day, a strong argument with letting agents and housing associations.
FAQ
Does the app work without signal in a basement?
Yes, that is the baseline requirement: all job data lives on the tablet and syncs when signal returns. Plan 64 GB of storage for a day with 300 photos.
Can we keep our existing report layouts?
Yes, the PDF generator reproduces your current layout. Allow 2 to 4 days of work per certificate type, depending on tables and conditional sections.
Is the inspector's e-signature valid?
A simple e-signature, time-stamped and tied to the inspector's account, is sufficient for most reports under UK practice. An advanced signature through a trust service provider costs roughly 0.80 to 2.50 GBP per document.
How many tablets do we need?
One per inspector, so 15 rugged tablets at 400 to 800 GBP each. Personal phones are a poor choice for client data security under UK GDPR.
Should we own the source code?
Yes: require an IP assignment and documented code delivery. Taking over undocumented code typically costs a new vendor 15,000 to 35,000 GBP.
Let's scope your project. Tell us your certificate types and current report layouts and we will propose a phased scope with a field pilot and a delivery plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
