Documents, Certificates and Deadlines That Chase Themselves

Chasing is the most automatable work there is

Repetitive, deadline-driven, unpopular, and entirely rule-based. It is also the work that gets deferred when people are busy, which is exactly when the deadline matters.

Automating it removes the mental load of holding the list as much as the time spent sending emails.

What we build

1. A checklist per client and period, generated from what that client's work requires
2. Reminders that name what is missing rather than sending a generic prompt
3. An easy return route — portal or reply-by-email, whichever your clients will use
4. Escalation to a manager after a defined number of unanswered chases
5. A single view of who owes what, so nobody holds it in their head

Expiry tracking is the risk piece

Insurance certificates, qualifications, gas and electrical safety, right-to-work documents, training renewals. Each has a date and a consequence for missing it.

Alerts at 90, 60 and 30 days with escalation converts a recurring risk into a background process. It is usually the cheapest part of the build and the one that prevents the most expensive day.

Evidence as a by-product

Because collection runs through a structured flow, the compliance file assembles itself: what was requested, when, what arrived, who checked it. No reconstruction before an audit.

The honest test is whether you can produce the full evidence for a random case in minutes. If it takes hours, capture is happening in the wrong place.

What it costs

£8,000–£18,000 depending on whether a client portal is included and how deeply it integrates with your practice or operational system. For a business with a few hundred clients, payback is usually within a season.

Frequently asked questions