Product Workflow
One calm loop for everything that expires
Add → remind → renew → repeat. Visual status cards, verifiable lead times, and multi-channel escalation that eliminate spreadsheet chaos.
34+ pre-built templates or 1-click spreadsheet CSV import.
Automated multi-stage lead times tailored per document type.
SHA-256 deduplicated delivery across WhatsApp, SMS & Email.
On-device WebAssembly text extract. Zero AI model training.
The 4-Step Closed Loop
Every tracked document, fleet policy, or license follows a deterministic lifecycle with zero manual calendar overhead.
Capture & Add
Add contracts, fleet registrations, and personal documents in seconds.
- Google Drive 1-click cloud picker & templates
- On-device private OCR date auto-extract
- 1-Click spreadsheet CSV batch import
Multi-Channel Remind
Deduplicated alerts reach your team on channels they actually read.
- Instant WhatsApp & Telegram notifications
- Cellular SMS & priority email alerts
- Custom lead times & preferred alert hour
1-Tap Renew
Mark renewals instantly without overwriting historical records.
- Permanent append-only audit trail
- AES-256 private vault attachment storage
- Record vendor renewal costs & receipts
Auto-Armed Repeat
Next renewal window is immediately armed with fresh reminder timers.
- Automatic reminder ladder reset
- Month-end & leap year date protection
- 2-Way Google Calendar & Outlook 365 sync
The 90 / 30 / 7 / 1 Escalation Ladder
Default operational milestone schedule. Every lead time can be fine-tuned or customized per item.
90 Days Out
Compare quotes & verify budget
First warning. Ample runway to solicit vendor bids, book inspection appointments, or initiate renewals requiring regulatory processing.
30 Days Out
File documents & prepare KYC
Second operational milestone. Gathers required files and flags items in amber on team compliance registers.
7 Days Out
Payment & execution deadline
Urgent multi-channel escalation. Sent directly to responsible phone numbers with 1-tap rollover links to prevent lapses.
24 Hours Out
Immediate same-day renewal
Final high-priority alert before compounding statutory penalties, late surcharges, or lapsed insurance coverage take effect.
Expiry Day
Grace & historical record
Transitions cleanly to expired state. Never deleted. All documents and audit history remain accessible until renewed.
A Day in the Life: From Alert to Done
See how a commercial vehicle insurance policy renewal executes across WhatsApp and the unified register.
Multi-Channel Morning Digest Dispatched
Coordinator receives WhatsApp digest with direct policy number, renewal link, and premium breakdown without needing to dig up logins.
Register Highlights Amber Expiration Risk
Live compliance register elevates pending renewal. The transport manager receives an automated prompt with a 1-tap confirmation link.
1-Click Rollover & Vault Archive Complete
Policy renewed online. New certificate saved to private vault, prior policy locked in permanent audit log, and next year's ladder is armed.
Official Compliance Channel
Commercial Fleet #FL-TRK-8910
Commercial Safety & Emissions certificate expires in 7 days (Oct 20).
Reply RENEW to cycle record.
Supporting Systems Handled Automatically
Behind every reminder notice sits an immutable audit engine, private encryption vault, and calendar sync layer.
Time Horizon Forecasting
The dashboard and calendar project upcoming expirations across 30, 60, and 90-day horizons so deadlines never arrive as surprises.
Private Encrypted Vault
Attach PDFs, registrations, or scans directly to items. Stored in private object storage with signed 15-minute expiring access URLs.
Immutable Audit Governance
Every renewal cycle records timestamps, costs, and notes in an immutable log, making vendor audits and compliance checks instant lookups.
Frequently Asked Questions
What happens after an item expires?
It moves to the expired status — still visible, still searchable, and still attached to its documents. Nothing is deleted. Marking it renewed starts a fresh cycle with full history intact.
Are reminders sent at a fixed time of day?
Yes — and on Pro and Business you can set your preferred reminder hour. All expiry math is timezone-aware, so 'expires today' means today in your local jurisdiction.
What if a reminder fails to send?
Delivery is deduplicated per item, reminder rule, and cycle using SHA-256 idempotency. Transient failures retry with bounded backoff, and delivery logs ensure every alert is trackable.
Do I need to re-add an item every year?
No. That's the entire point of the automated loop. Mark it renewed once and the next cycle schedules itself automatically, with month-end and leap-day edge cases handled.