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Licence, Certificate & COI Expiry Tracker · Operations

Catch expiring licenses and insurance certificates before they lapse

Each Monday it checks your register for licenses, certifications and COIs expiring in 60, 30 or 7 days and drafts the right reminder for each, sent after one batch approval.

Available now $89 one-time · never renewsIncluded in Enterprise
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Free account to start. Buying and running live need a paid plan.

  • Runs on a schedule
  • 3 AI steps
  • A person approves before it acts
  • About 15 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “A subcontractor worked on site for a month with an expired insurance certificate.”
  • “Staff certifications lapse because nobody looks at the spreadsheet.”
  • “Business license renewals sneak up on us every year.”

What you get with the agent

  • A weekly read of your documents register in Google Sheets, up to 100 rows.
  • Days to expiry and the right window for each row: 60, 30 or 7 days, or expired.
  • The right message for each: vendors asked for a renewed certificate, staff asked to book recertification, the owner asked to renew a license.
  • Each window reminded once; all reminders wait for one batch approval before they're emailed.
  • A weekly Slack digest of everything expired and due in the next 30 days.

Before

The register is a spreadsheet someone checks when they remember. An auditor asks for a current COI and you discover it expired six weeks ago.

After

On Monday, one batch of reminders is waiting for your approval: two vendors for new COIs, one technician to book a recertification. You approve in a minute and Slack shows what's coming up.

How it works

The whole workflow, step by step.

Every Monday the agent reads your documents register in Google Sheets (up to 100 rows): business licences, staff certifications, subcontractor insurance certificates (COIs), vehicle registrations. The days to each expiry date are counted in code, never by the AI, and when a document enters the 60, 30 or 7-day window or expires, AI drafts the right reminder: vendors are asked for a renewed certificate, staff to book recertification, the owner to renew a licence. Memory makes sure each window is reminded once. All reminders wait for one batch approval before they're emailed, and a Slack digest lists everything expired and due in the next 30 days. It drafts and organises reminders for a person to approve and makes no legal, permit or coverage decision. It tracks the dates you enter, doesn't read certificates and never judges whether insurance is adequate (it isn't insurance advice).

  1. TriggerEvery Monday at 7:30
  2. App callRead your documents register
  3. LogicCheck the expiry dates
  4. LogicEach document due
  5. LogicAlready alerted for this window?
  6. AI stepDraft the right reminder
  7. Human approvalApprove this week's reminders
    • Approved:Each approved reminder
  8. LogicEach approved reminder
  9. AI stepFinal check on the wording
  10. LogicCheck before sending
  11. LogicSend it?
    • Send:Email the reminder
    • Held:Not sent
  12. OutputNot sent
  13. OutputEmail the reminder
  14. LogicRemember the window
  15. OutputReminders sent
  16. LogicCount the drafts
  17. AI stepWrite the expiry digest
  18. App callPost the digest to Slack
  19. OutputDigest posted

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1Every Monday at 7:30Runs every Monday morning. Set your time zone on the trigger.
  2. Step 2Read your documents registerReads your register tab: one row per licence, certification, insurance certificate or registration with holder, type, expiry date, owner email and holder email.
  3. Step 3Check the expiry datesIn code, not AI: works out the days to each document's expiry in your time zone and keeps only documents in the 60-, 30- or 7-day window or already expired. Change the windows here (the expiry rule's buckets).
  4. Step 4Each document dueDrafts a reminder for every document the date check kept (up to 100 per run).
  5. Step 5Already alerted for this window?Recalls the last alert sent for this row (document, expiry date and window), so each window alerts only once.
  6. Step 6Draft the right reminderThe days to expiry and the window were worked out in code. AI skips windows already alerted and drafts the right message: a vendor asked for a renewed certificate, a staff member asked to book recertification, or the owner asked to renew a licence.
  7. Step 7Approve this week's remindersAll of this week's reminders wait in Reviews together. Check the external emails (vendors and staff), edit any, set send to false on any that shouldn't go, and approve.
  8. Step 8Each approved reminderSends every approved reminder and remembers its window.
  9. Step 9Final check on the wordingAI reads each approved reminder for coverage judgements, legal threats and a wrong expiry date only — naming the document, holder and expiry date and asking for the renewal are fine. It must quote the exact sentence it objects to.
  10. Step 10Check before sendingIn code: still marked to send, exactly one valid email, a row number, a subject and a body with no placeholders left — plus the wording check's verdict. Anything that fails is held, with the reason.
  11. Step 11Send it?Only reminders that pass every check are emailed; the rest are held with the reason.
  12. Step 12Not sentAlready reminded, switched off in the review or stopped by a check; the reason is in the run history.
  13. Step 13Email the reminderEmails the reminder from your workspace's sender, with replies to your compliance inbox.
  14. Step 14Remember the windowRemembers this row's document, expiry date and window (for a year), so the same window isn't reminded again.
  15. Step 15Reminders sentThe run history keeps every reminder that was approved and sent.
  16. Step 16Count the draftsIn code, not AI: counts the reminders drafted to send (waiting for approval) and the documents skipped this week.
  17. Step 17Write the expiry digestAI lists everything expired and everything due in the next 30 days (worked out in code) for your Slack channel; the number of reminders waiting for approval is counted in code.
  18. Step 18Post the digest to SlackPosts the expired items, what's due in 30 days and how many reminders are waiting for approval (counted in code).
  19. Step 19Digest postedThe run history keeps the digest.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

Fictional register row: Ridgeline Electrical, general liability COI, expires in 28 days, holder email on file.

The agent produces

30-day window. Drafted email to Ridgeline asking for a renewed certificate before the expiry date, in this week's approval batch. Listed in the Slack digest under due in the next 30 days.

What you need

Everything it takes to run it.

About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $89 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • Google Sheets and Slack, connected in Settings → Integrations.
  • A documents register with expiry dates and emails.

Setup, about 15 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Google Sheets. Connect the Google account that can open your documents register (Settings → Integrations → Google Sheets).
  3. Connect Slack. Connect the Slack workspace your team uses (Settings → Integrations → Slack).
  4. Describe your register. Open “Draft the right reminder” and replace the placeholder with your column names, where renewed certificates go and your sign-off. The reminder windows are set in “Check the expiry dates”.
  5. Pick the register. Open “Read your documents register” and pick the account, spreadsheet and tab.
  6. Add your inbox and Slack channel. Open “Email the reminder” and enter the Reply-to address, then “Post the digest to Slack” and pick the account and channel.
  7. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  8. Switch the trigger on. Open the trigger, set your time zone (expiry days are counted in it) and switch the schedule on. It runs every Monday at 7:30.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Contractors and construction firms managing subcontractor COIs
  • Compliance and operations managers
  • Field-service companies with certified staff
  • Small businesses with licenses and permits to renew

What it doesn't do

  • It drafts and organises reminders for a person to approve; it makes no legal, permit or coverage decision and doesn't judge whether insurance is adequate (not insurance advice).
  • It tracks the dates you enter and doesn't read certificates or verify them.
  • Nothing is emailed before the batch is approved; it reads up to 100 rows per run.
  • Not for NEMT driver credentials — that's Driver Compliance Monitor.

We list the limits up front so you can decide before you buy.

Price

$89 one-time

Per workspace. It never renews.

Available now
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
Get this agent See how it works

One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Licence, Certificate & COI Expiry Tracker.

Does it check whether the insurance is adequate?

No. It tracks the dates you enter and doesn't read or verify certificates. It makes no legal, permit or coverage decision and isn't insurance advice.

Will it email people without my OK?

No. Every reminder waits for one batch approval, then gets a final check for the right recipient and expiry date before it's sent.

How long is setup?

About 15 minutes: a documents register in Google Sheets with expiry dates and emails, plus Slack. To run it live you need a paid plan and your own AI provider key (OpenAI, Anthropic, Google and others), added in Settings. Dry Run on sample data is free, so you can see real output before you commit.

Is it worth the price?

It's a one-time purchase that never renews. Compare it with the exposure of one uninsured subcontractor or a lapsed license.

What should the register look like?

One row per document: Holder, Type (e.g. General liability COI, Forklift certification, Business licence, Vehicle registration), Document number, Expiry date, Owner email, Holder email. Column names can vary; describe them in the setup text.

How often is each document reminded?

Once at 60 days, once at 30, once at 7 and once when it expires. The days are counted in code in your trigger's time zone (dates like 2026-11-14, 11/14/2026 or November 14, 2026 all work); to use other windows, open “Check the expiry dates” and edit the buckets. The agent remembers each sent reminder for a year by register row; when you enter a new expiry date the cycle starts again.

Does it check the certificate itself?

No. It tracks the dates you enter. It doesn't read certificates or judge limits or coverage, and it isn't insurance or legal advice.

Is this a subscription?

No. Licence, Certificate & COI Expiry Tracker is a one-time purchase of $89 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Put Licence, Certificate & COI Expiry Tracker to work.

Free account, no credit card. Your Agents page opens with Licence, Certificate & COI Expiry Tracker ready to buy and set up, then Dry Run it before it goes live.

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