Never miss a renewal, even the ones nine months out
A fire-safety firm tracked compliance deadlines across four systems and a good memory. We replaced the lot with one CRM that watches every certificate and chases the renewal before it lapses, then books the re-inspection on its own.
Four systems, and the deadlines lived in someone’s head
Certificates, jobs, clients and communications were spread across four tools that did not talk to each other. The renewal dates that actually mattered were tracked by memory and a wall planner, which is fine until the day one slips.
Before
- Four separate systems, none of them joined up
- Renewal dates tracked by memory and a wall planner
- A lapsed certificate was always one slip away
- Chasing renewals was a manual job nobody owned
- No clean audit trail to show an inspector
After
- One CRM holds every site, certificate and job
- The system watches every expiry date for you
- Renewals are chased automatically before they lapse
- The re-inspection is booked without anyone prompting it
- A complete, timestamped audit trail for every record
The watcher does the worrying
Press run and watch it scan the book. Anything close to expiry gets chased and re-booked automatically, and every action is logged.
A simplified illustration. Sites and dates are invented.
From scattered records to nothing missed
Five things the one system now does, so the team can get on with the work.
Every certificate in one place
Sites, certificate types, issue dates and expiry dates all live on one record per client, so the whole compliance picture is visible at a glance.
It watches every deadline
The system checks every expiry date on a schedule, so a renewal due in nine months is tracked just as carefully as one due next week.
It chases the renewal automatically
As a certificate nears expiry, the client gets a renewal reminder without anyone writing it. The chase ladder runs itself until the job is in the diary.
It books the re-inspection
Once the client agrees, the re-inspection drops into an engineer’s diary and the certificate is set to renew, so the loop closes itself.
A full audit trail
Every reminder, booking and renewal is timestamped against the record, so producing evidence for an inspector is a search, not a scramble.
Other systems, other industries
A window-cleaning firm was losing jobs to missed calls. We gave them an AI agent that answers, prices the work and follows up on WhatsApp, day or night.
An HR firm onboarded staff by hand across email and WhatsApp. We built a pipeline that issues contracts, gates ID uploads and gives managers oversight without access.
Filing cabinets and printed forms slowed every HR process down. We digitised the lot into structured, searchable, automated workflows.
Want one of these for your business?
Every system on this page started as a normal conversation about what was slowing someone down. Tell us yours and we will show you what we would build.