Certificates that chase themselves
Every compliance certificate tracked, renewed and filed without a single calendar reminder or frantic phone call.
The problem
A property manager or facilities lead keeps a mental list or a colour coded spreadsheet of fire alarm tests, lift inspections, legionella checks, PAT testing and insurance renewals. A certificate slips past its date. An insurer asks for proof and the PDF is buried in an inbox or a desktop folder named 'final FINAL'. The scramble costs half a morning and a sliver of compliance standing.
What AI makes possible now
An automation ingests your current certificate register, reads each expiry date and watches the calendar. Thirty days before a renewal, it emails the relevant contractor with the site address, the certificate type and a request for available appointment slots. When the contractor replies, the automation logs the booking, sends a calendar invite to the site contact and follows up 48 hours after the appointment if the new certificate has not arrived. Once the PDF lands in a monitored inbox, the file is renamed, stored in a structured drive and the register updates itself. A human reviews the certificate before it is filed as compliant.
How it works
- You share your existing certificate register or supplier list and the automation parses every expiry date and responsible contractor.
- Thirty days before expiry, a plain email goes to the contractor asking for three available dates.
- The contractor replies. The automation reads the reply, books the first slot and sends a calendar invitation to the site contact and contractor.
- After the appointment, the system watches a dedicated email address for the new certificate PDF. It renames the file, stores it and flags it for a manager to review and approve.
The first thirty days
The first 30 days deliver the certificate register ingestion, the calendar watching and the automated contractor outreach emails. A simple dashboard shows which certificates are approaching, which are booked and which are overdue. The PDF collection and structured storage go live in the same window.
How it earns
It saves the cost of a missed renewal, which can mean an empty unit, a stopped production line or an invalid insurance claim. It also reclaims the five to ten hours a month a senior person spends on certificate admin, turning that time back into portfolio or tenant work.
Why now
Contractors are comfortable receiving and replying to plain text emails. The technology to parse dates, manage simple email conversations and monitor an inbox is stable and cheap to run.
First customers
A residential block manager handling 200 units or a small facilities team inside a logistics company with three warehouses and a dozen inspection types.
The hard part
A contractor replies with a long, unstructured email full of caveats and alternative dates. The parsing can miss a nuance and book the wrong slot. The human review step catches this, but the workflow needs a clear path for manual override when the email reads more like a negotiation than a booking.
Build this with us
We map your current certificate list, connect the inbox and build the renewal cadence inside a month. If chasing paper is eating your week, we should talk.