Back Office & DocumentsNo deadline passes without somebody noticing.
Contracts, inspections and certificates sit in one place, each with a date, an owner and a lead time. If an inspection comes round, the paperwork can be pulled together in minutes.
The problem
At the end of March, the renewal notice for the lift maintenance contract drops through the letterbox. The notice period was three months and nobody knew the date. So the contract runs on for another two years, at a price you never renegotiated.
It is the same with inspections. Ladders, the access platform, the first aid course, the annual briefing. None of it is difficult, all of it has a date, and the dates live in four different places: a calendar, a ring binder, an email and somebody’s head.
And when the inspector is on site or the insurer asks a question after a claim, half the office spends two days hunting for papers that have been there all along but that nobody can find.
What you get
Whatever is already in your calendar, your contract binder or your filing, we take on; where there is nothing yet, we put the structure in place.
How it works
Capture
Contracts, statutory inspections, insurance, permits and certificates are captured once, each with a date, a deadline, an owner and the evidence to go with it.
Process
From each date we work out the last day to act, lead times and recurrences are stored, and missing certificates are flagged.
Deliver
The reminder goes to the person responsible, not to everyone. If nothing happens it escalates, but not before.
Review
You see what is coming up over the next few months, what is overdue, which certificate is missing and which contracts have quietly rolled over.
What it costs
Included: capturing every contract and statutory inspection, a deadline calendar with lead times, owners, filing of the certificates, a test against the current quarter’s deadlines, handover. The figure depends on the number of contracts and sites.
Included: running it, licences, keeping the deadlines and certificates current, a quarterly summary and support.
No lock-in. Cancellable month by month. What keeps you with us is the work, not the length of the contract.
All prices are indicative and are agreed during the call.
Options
Timeline
from Week 6 · Ongoing operation
What you own
The deadline calendar, the contracts and every certificate sit in your own accounts and in your own filing. If you stop tomorrow, the whole picture stays with you, and you can read it without us.
We do not make you dependent on us. You are not renting a system, you are getting one.
Common questions
Does this replace our lawyer or our adviser?+
No, and it is not meant to. We make sure dates, deadlines and evidence do not get lost. Whether a clause is a good one, or whether an obligation applies to you, is still your adviser’s judgement. We simply hand them a clean set of facts.
Does the AI decide what applies to us legally?+
No. It reads contracts and letters, finds the dates and deadlines in them and submits them for confirmation. A person at your end does the confirming. A deadline that has been spotted but not checked stays marked as a suggestion.
We have twelve contracts. Is it worth it?+
If they really are twelve quiet contracts, a well-kept calendar is enough. It starts to make sense with recurring inspections, several sites or vehicles, or if you have already missed a notice period once. We tell you that in the intro call, before you pay anything.
Where are the certificates, and who can see them?+
In your own filing, inside the EU, with access rights by area. Documents about individuals, such as training records or criminal record extracts, get deletion periods that are tracked like everything else. That is part of the build, not an afterthought.
Are our tax dates included too?+
VAT, year-end and anything tied to a receipt are reported by our Finance & receipt pipeline, because that is where the numbers are. This is about contracts, inspections and evidence. If you have both, you see it all in one list.
The next deadline lets you know while there is still time.
An intro call, free and with no obligation. We go through your live contracts and statutory inspections and tell you honestly whether the effort is worth it for you.