Deadline tracking: nothing expires without you knowing
One list of what expires in your company, who handles it and where the document is. Alerts arrive in good time; handling each renewal is still a person's job.
The problem
“Wasn't the certificate due next month?” It expired yesterday. A digital certificate, an insurance policy, a registration, the filing of the annual accounts, a policy that has to be reviewed every year. Each one falls due on a date and is tracked by a different person, from memory.
It happens in every company, because deadlines are in nobody's job description. They are discovered when something stops working, when a client asks for a valid certificate or when the official notice arrives.
How it is done today
With luck there is a spreadsheet someone created one day, with dates nobody goes over. The rest are reminders in individual calendars, which leave with the person when they change jobs. When something depends on a third party, such as the accountants or the insurer, it is chased late and without knowing whether it had already been requested.
The cost is hardly ever time. It is an expired certificate on the day something has to be signed or filed.
How we solve it
- It reads your deadlines sheet: one row for each thing that expires or gets reviewed, with its type, its date, who handles it and where the document is.
- It works out how long is left until each date. It understands exact dates and also those written as “every July” or “before 30 April”.
- It sorts them for you: overdue, inside their notice period, coming up and undated.
- For each item it says who handles it and where the current document is.
- When a third party handles it, it leaves the reminder as a draft, after checking it had not already been requested.
- When you confirm a renewal, the row is updated with the new date.
Result
In our own company, deadlines are checked with one question: what is due this quarter. Certificates, insurance, registrations and policies are in a single list, each with its owner.
What it takes
Timeline
Short if you already have a list, even an incomplete one: it is the starting point. If you do not, what takes time is the inventory of what expires, and for that a catalogue of types is the starting point. The exact timeline comes out of the assessment.
Data and access
The deadlines sheet, with read-only access for the agent. Who handles each item, inside or outside the company. How far ahead you want each alert. And permission to leave drafts in the mailbox reminders are sent from.
Your tools
A spreadsheet, in the cloud or as a file, and your email. No new software is needed.
How it is built
Dates and statuses are worked out by a deterministic program with its own tests; the AI model does not count days. The notice period comes from each row, from the deadline type or from a default value, in that order.
The sheet is read with a read-only credential that stays in the company's automation platform. The agent does not hold it.
If the sheet is missing columns or a row cannot be understood, the program says so and does not guess. Rows of a type that is not in the catalogue are counted as skipped, and the summary says so.
Each deadline has a stable key: what has already been decided or chased is not asked again, and no two drafts are created for the same reminder.
A limit we state: a recurring date such as “every July” always points to the next July, so a previous cycle left undone is not detected automatically. Those rows are checked against the date of their last issue.
Frequently asked questions
Does the agent renew or process anything?
No. It alerts, says who handles it and drafts the reminder if it depends on a third party. Renewing, filing and sending are done by a person.
Which kinds of deadline does it cover?
Digital certificates, registrations, statutory filings, insurance, policies and periodic reviews. If something different expires in your company, it is added as one more type.
Do I have to give up my spreadsheet?
No. The sheet remains the single source and you keep it where it already is. If the columns do not match, either the configuration or the sheet is adapted.
What about things that expire per person, such as safety training?
They are kept in each person's employee record, which warns about their expiry. If you want to see them here as well, they are added to the sheet.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; deciding and approving stays with your team.
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Part of Legal and compliance