System Capabilities
Built to Catch Every Expiry Before It Costs You Money
From a single passport or car insurance to 500+ commercial trucks, factory calibration cycles, and facility fire NOCs. Hardened multi-channel reminders, client-side OCR, and zero cloud AI.
90/30/7/1d
Escalation Ladder
Plan, Prepare, Act & Last-Call stages
$0 Late Fines
Fleet Inspections & NOCs
Avoid vehicle impoundment & permit fines
15-Min TTL
Signed Document Vault
AES-256 storage with temporary URLs
0 Cloud AI
On-Device WebAssembly
Text detection runs 100% in browser
Core Registers
Four Pillars of Expiry Management
Select an asset pillar to inspect dedicated schema fields and alert cadences
Fleet & Vehicles
Track periodic emissions testing, commercial insurance policies, safety inspections, and driver certification renewals for single vehicles or 500-truck global fleets.
- Dedicated fields: Reg No, Make, Model, VIN, Fuel Type
- Batch CSV importer with 1-click downloadable template
- Emissions 6-month & Safety Inspection 1-year auto-cadence
- Driver & operator vehicle assignment
Volvo FH16 Long-Haul Fleet #FL-8910
Commercial & Enterprise Fleet
Vehicle Reg: FL-TRK-8910 · Fuel: Diesel · Owner: Intercity Freight Global
Complete System Capabilities
Every capability is deterministic, auditable, and built for real-world compliance operations.
Emissions & Inspection Compliance
Track periodic vehicle emissions certificates directly mapped to regional transportation authority standards to prevent checkpoint fines.
Commercial Fitness & Insurance
Avoid carrier impounds and compounding late penalties with automated early warnings before commercial fitness and fleet policies expire.
Bulk CSV Fleet Onboarding
Import hundreds of vehicle numbers, chassis IDs, and current validity dates in one upload using our spreadsheet template.
ISO 9001 & NABL Calibrations
Keep pressure gauges, industrial scales, and lab instruments verified so uncalibrated tools never halt an external factory audit.
Annual Maintenance Contracts (AMC)
Track vendor service intervals, technician sign-off reports, and contract termination notice dates to stop unwanted auto-renewals.
Serial Numbers & Warranty Proof
Store serial IDs, tax invoices, and warranty cards directly on the asset to file replacement claims in 2 minutes, not 2 weeks.
Branch & Facility Hierarchy
Filter assets by city, warehouse, or retail clinic. Assign local facility managers so each branch sees only its own records.
Trade Licenses & Fire NOCs
Track municipal operating licenses, state pollution board clearances, and annual fire safety NOCs before municipal inspectors arrive.
Commercial Lease Renewals
Receive alerts 90 to 120 days before lock-in periods expire to negotiate terms or verify scheduled 5–10% rent escalations.
90 / 30 / 7 / 1-Day Alert Ladder
Four stages matching real operations: Plan at 90 days, prepare funds at 30, take action at 7, and final emergency notice at 1 day.
Per-Item Custom Lead Times
Set 6 months early for international passports, 90 days for commercial leases, or 48 hours for domain and SSL certificates.
Deduplicated Delivery Locks
SHA-256 idempotency keys prevent duplicate notifications if worker jobs retry. You will never get two WhatsApp messages for the same event.
On-Device Date Detection & Drive Picker
Upload document photos, PDFs, or pick directly from Google Drive to detect expiry dates instantly via browser WebAssembly. Your files never leave your device to be scanned.
Signed 15-Minute Download Links
Documents are stored in private cloud object storage. Downloads require a cryptographically signed, short-lived URL with zero public access.
Zero Model Training Guarantee
We never send your records to OpenAI, Anthropic, or any third party. Your business documents are never used for AI model training.
Designated Asset Custodians
Assign vehicles to specific drivers, machinery to plant supervisors, or passports to individual family members without sharing credentials.
Role-Based Access Control
Owner, Admin, and Member permissions. Ensure site managers see only their assigned warehouse while executives see company-wide totals.
Permanent Audit Trail & Export
Every renewal, date change, and document upload is logged with an immutable timestamp. Export anytime to CSV or JSON with no lock-in.
Multi-Stage Escalation
Reminders engineered to get seen — even when inboxes are noisy
When an employee leaves, an email lands in spam, or a paper notice is misplaced, renewals get missed. RenewOS sends coordinated alerts across WhatsApp, SMS, and email. Every notification is locked with an SHA-256 idempotency key so retry loops never spam you with duplicate messages.
- 90 / 30 / 7 / 1-day staged escalation (Plan, Prepare, Act, Last Call)
- Custom lead-time overrides per item (e.g. 6 months for passports)
- Multi-channel redundancy across WhatsApp, SMS, and verified email
Continuous Compliance Register
One-click renewal rollover, zero spreadsheet archaeology
When you click 'Mark as renewed', RenewOS archives the completed cycle into an immutable history log, updates the active expiry date, and recalculates future reminder dates automatically. Month-end and leap-day dates are handled without formula errors.
- Single atomic transaction updates dates and saves invoices
- Permanent historical compliance trail for insurance and audits
- Automatic ladder recalculation for the upcoming cycle
Central Compliance Register
Every Asset & Document in One Synchronized View
Expired
0
All clear
In 7 Days
1
Critical radar
In 30 Days
2
Window open
Compliance
100%
Audit Ready
Marcus Vance (Fleet Lead)
Vikram S. (Site Eng)
Pooja N. (Facilities)
Zero-Trust Document Vault
Private by architecture, not marketing claims
Your RC books, machinery calibration certificates, and lease agreements live in private S3-compatible cloud storage with strictly blocked public access. Downloading a file requires an on-demand, cryptographically signed 15-minute temporary link. Your files are never sent to third-party AI models or scanned for ads.
- Signed 15-minute temporary URLs for authorized downloads
- AES-256 server-side storage encryption with private buckets
- Zero cloud AI APIs or machine learning model training on your data
ISO_27001_Audit_Certificate.pdf
SHA-256 Verified · 2.4 MB · Private S3
Honest comparison
RenewOS vs a spreadsheet
A spreadsheet is a passive list. It will sit silently in Google Drive while a $5,000 equipment warranty expires or a commercial vehicle is impounded.
| Capability | RenewOS | Spreadsheet |
|---|---|---|
| Multi-channel reminder delivery | In-app, WhatsApp, SMS & email ladder | None (you must remember to check the sheet) |
| 2-Way Calendar sync (Google & Outlook) | Real-time bidirectional calendar sync | None (manual calendar invitations) |
| Google Drive Cloud Ingestion | 1-Click native cloud picker in Auto Extract | Manual download and folder management |
| Auto-rescheduling after renewal | Manual date edits prone to typos | |
| Audit trail & renewal history | Permanent log with cost & invoices | Overwritten cells or broken duplicate tabs |
| Document proof & attachments | 15-minute signed URLs directly on the item | Scattered across local downloads & WhatsApp chats |
| Multi-person ownership & permissions | Site managers see only their branch items | One fragile link where anyone can delete rows |
| Timezone, leap-day & month-end math | Formula errors (#VALUE!) and date drift | |
| Full data portability (CSV / JSON / ICS) | 1-click export anytime with no lock-in | |
| Zero AI model training on your files | Client-side WASM only — zero cloud AI | Scanned by cloud office suites |
Under the hood
Everything you can capture on a single item
Fast to create, detailed when needed. Only title, category, and expiry date are required.
Asset Pillar & Category
Fleet, Machinery, Facility, or Personal
Issuer / Vendor
Insurer, regulatory agency, testing lab, landlord, or SaaS provider
Policy / Reference Number
RC number, policy number, chassis ID, or invoice ID
Renewal Cost & Currency
Plan ahead for upcoming compliance expenses
Official Renewal URL
HTTPS link to the government or vendor portal
Assigned Custodian
Dedicated driver, plant supervisor, or family member
Recurrence Schedule
Monthly, quarterly, annual, or up to 10-year intervals
Custom Alert Ladder
Toggle specific lead-time alerts per item
Timezone Handling
Exact midnight expiry regardless of travel
Verified Document Vault
Encrypted PDF or photo proof with 15-min signed links
FAQ
The details, answered
How do reminders actually reach me?
RenewOS sends alerts through in-app notifications, verified email, instant Telegram Bot messages, and automated SMS / WhatsApp messages. Every notification event uses an idempotency key (item + rule + cycle) so duplicate background jobs never spam your phone. If a carrier network drops a request, the worker retries with bounded exponential backoff.
Can I customize the reminder schedule for unusual renewals?
Yes. While the 90/30/7/1-day ladder works for most licenses and insurance, you can customize the lead time for any item. Passports can alert you 6 months early (as required by international travel rules), commercial leases at 120 days for notice periods, and SSL certificates at 48 hours.
What happens on the day I renew an asset?
Click 'Mark as renewed'. RenewOS immediately creates a permanent renewal history log (capturing payment cost, notes, and invoice attachments), updates the active expiry date, and recalculates the reminder schedule for the next cycle. You never have to manually edit calendar entries.
Where are sensitive documents like RC books and lease agreements stored?
All files are stored in private S3-compatible cloud object storage with zero public access. File downloads require a cryptographically signed, 15-minute temporary URL generated on demand after user authentication. Supported formats include PDF, PNG, JPEG, and WebP up to 20 MB.
Do you send my documents to OpenAI or cloud AI services?
No. We do not use third-party cloud AI APIs, and your records are never used to train machine learning models. Our optional 'Detect Expiry Date' tool uses a lightweight WebAssembly text recognition engine running directly inside your browser. Your document never leaves your machine during scanning.
Can I export my data if I decide to switch tools?
Yes, instantly. You can export your entire compliance register as CSV, structured JSON, or standard ICS calendar feeds anytime from your account settings. There is zero proprietary lock-in.