A transport company loses a €40,000 contract because their vehicle insurance lapsed three weeks ago and nobody noticed. A restaurant gets a health inspection fine because their food handler certification expired last month. A construction firm cannot start a new project because a safety certificate ran out.
These are not unusual stories. They happen constantly to small and medium businesses that manage document expiry dates in spreadsheets or, worse, from memory.
Most businesses have more expiring documents than they realise:
A business with 10 employees might have 60–100 documents with active expiry dates across these categories.
The standard approach is a spreadsheet with columns for document name, expiry date, and responsible person. This breaks down because:
The real problem is not tracking the date — it is building a system that alerts you before it is too late, requires no manual updates, and is linked to the actual document file.
Instead of a flat list of dates, expiring documents should be classified by urgency:
Document is past its expiry date. Immediate action required.
Expiring this week. Renewal process must start today.
Expiring this month. Time to initiate renewal.
Plan ahead. Some renewals (insurance, licences) take weeks.
When AI reads your documents at upload time, it automatically extracts the expiry date — whether it is labelled "valid until", "renewal date", "certificate expiry" or any other variation. No manual entry needed.
Transport and logistics — vehicle documents, driver licences, ADR certificates, tachograph calibrations. One expired document can ground a vehicle or fail a roadside inspection.
Food and hospitality — food safety certifications, alcohol licences, health inspections. Fines for operating with expired licences can reach thousands of euros.
Construction — safety certificates, equipment inspections, contractor licences. Projects cannot start without valid documentation.
Healthcare and care services — staff DBS checks, professional registrations, CQC compliance documents.
Any business with vehicles, equipment or staff certifications — the principle is the same across industries.
Upload your contracts, certificates and licences. AI reads the expiry date and adds it to your alert dashboard. You get notified before documents expire — not after. Free plan available.
Set up expiry tracking →