Systems we build and run
Damage, condition and stock, read from video your team films on the phones they already carry. A walk round becomes a report, a hire return is checked against its handover, a damaged delivery has its evidence ready. Built into the systems you run, hosted in the UK, and looked after by the people who built it.
Where this kind of system fits
Your team already films and photographs the work: a machine going out, a load being lifted, a pallet that arrived crushed. AI video analysis reads those clips for the things you care about, damage, condition, wear and quantity, and puts what it finds on the record it belongs to.
It works inside your job tracker, your hire system or your asset register rather than as another app to check, so a finding lands on the job, the hire, the vehicle or the delivery, and the right person hears about it.
A first version might read one kind of clip for one purpose, a site walk round or a hire return, live in weeks. The same system later might handle vehicle checks, goods in and stock counts as well. Small jobs are welcome, and so is the complicated end.
A fitter, surveyor or site manager films a thirty-second walk round on their phone and carries on with their day. No special kit, no form to fill in on site.
The system reads the clip and notes the condition of what was filmed, in plain words: "damp patch on the rear wall", "scaffold tie missing on lift 3", "slipped tiles above the gutter". Then it does the part that usually waits until the evening.
The same works for building and roof defect surveys, filmed from the ground, a ladder or a drone, with each defect located and described in the survey.
Every one of these is a short clip or a few photos taken on a phone as part of the job. Each is set up for how your business works, and changed from the admin screen rather than by asking us.
The machine is filmed at handover and again when it comes back.
Looks for: anything on the return video that was not on the handover video. A scrape on a boom, a cracked light, a missing tooth, set apart from marks that were already there.
Then: matched frames side by side on the hire, with the dates, and a choice for a person: charge for the repair, waive it, or ask the customer first.
The driver films a walk round of the vehicle before the first run.
Looks for: new dents and scrapes against the last check, tyres, lights, mirrors and number plates.
Then: the check logged against the vehicle with the stills, anything new raised as a defect, and the vehicle held if it should not go out. More on compliance records.
A short clip of the tracks, the bucket, the blades or the hoses at each return or service.
Looks for: wear moving on between clips. Teeth worn down, a track stretching, a hose starting to chafe.
Then: the wear noted on the machine in the asset register and added to its next service, before it turns into a breakdown on somebody's site.
The driver films the load before it is lifted.
Looks for: what is in it. Plasterboard, mixed waste, soil, anything that looks hazardous, and whether that matches what was booked.
Then: the waste description filled in on the transfer note, and the office told straight away if the load is not what the customer said.
The pallet is filmed as it comes off the lorry, before the driver leaves.
Looks for: crushed corners, torn wrap, wet or broken packaging, a pallet that has shifted.
Then: the damage noted against the delivery and the order, with dated stills and the delivery note, ready for the claim against the carrier.
The driver films the drop on their phone.
Looks for: the goods, where they were left, their condition, and the time and place they were put down.
Then: the delivery marked done on the order with a still and a short clip, ready to send the customer if they ask where it went.
Somebody films the racking or the yard bays as they walk past.
Looks for: what is on each shelf or bay, pallets, bags or lengths, counted and compared with what the system says should be there.
Then: the differences listed for checking, rather than a full count with a clipboard. More on stock control.
Each room is filmed at the start of a tenancy and again at the end.
Looks for: differences between the two, room by room, and whether each looks like fair wear and tear or damage.
Then: a side-by-side report with matched stills for the deposit conversation, for a person to agree before anything goes to the tenant or landlord.
A returned item is filmed on the bench when it is unpacked.
Looks for: its condition against how it went out: unused, opened, marked or damaged, and whether all the parts are there.
Then: a condition grade and a suggested refund decision on the return, for a person to approve with the stills in front of them.
Clips and photos taken in your own app as part of the job, so each one is already tied to the job, the hire, the vehicle or the delivery it belongs to.
Each use is set up for a few specific things, named the way you name them. A narrow job done well beats a system that tries to notice everything.
Where there is an earlier clip, a handover, a last check or a check-in, the new one is compared with it, so what is new is set apart from what was already there.
A still, the time in the clip and a line of text, filed on the record they belong to, in the system your team already uses.
A text, an email or a task, to the person who can act on it, and nobody else.
Reports, damage charges, claims and refunds are drafted, not sent. Every finding comes with the frames behind it, and the final word stays with your team.
Usually built into job and works trackers, asset and equipment registers, compliance and inspection records, stock control or the mobile apps your field teams use. Video is one part of AI and automation, alongside AI that reads paperwork, drafts quotes and answers questions.
| UK hosted | Clips, stills and findings stored and processed on UK infrastructure set up for your business, backed up nightly, and built by a Cyber Essentials certified firm. |
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| Who can see it | Access by role, so each person sees the footage for the work they are involved in. |
| How long it is kept | A retention period you choose for each kind of clip. Stills kept as evidence stay with their record for as long as the record is kept. |
| Audit trail | Every view, download and decision logged with the name and time, so you can show who saw what and who decided. |
A plant and tool hire firm, as an example.
Four drivers film a walk round of their vans. One has a new scrape on the rear door since yesterday. It is logged on the van with the still, and the driver confirms it happened on site.
The return video shows damage that isn't on the handover video, and a missing bucket tooth. The hire desk sees both frames side by side and chooses to charge for the repair.
The same clip shows the bucket teeth worn further than at the last return. They go on Thursday's service for that machine.
Goods in films a delivery as it comes off the lorry. One pallet has a crushed corner. The stills and the delivery note go on the order, ready for the claim.
A two-minute clip of the yard bays is counted against the system. Two bays don't match. They are checked by hand rather than counting the whole yard.
A dozen clips filmed in passing, every one filed on its record, and the four things that needed a person put in front of the right one.
| Fixed price | Scope, price and dates in writing before anything starts, with what isn't included written as plainly as what is. It doesn't move because the job turned out harder than we thought. |
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| Start with one use | One kind of clip for one purpose first, tried on your real footage before anything is relied on, then the next. |
| Tried on your footage | We run it against your own clips and photos and show you what it finds and what it misses, so you decide with the evidence in front of you. |
| Your existing system | If the jobs, hires or deliveries already live in a system you like, findings go into it. If they don't, the system that holds them can be part of the build. |
| Hosted in the UK | UK infrastructure, backed up nightly to somewhere that isn't the machine running it, and checked every few minutes that it's up and answering. |
| Tuning | A new thing to look for, a different report layout, a different person told. What that covers is agreed at the start, so nobody works it out on the day. |
Free Business Systems Assessment
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
Tell us what your team films or photographs now, and what you'd want it to notice. That's usually enough for us to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.