The tracker nobody updates until something lapses
You find out the certificate expired when the claim gets denied.
Asset registers, compliance trackers, certificate and licence logs, warranty and contract expiries — rebuilt as systems that watch the dates for you and escalate before the lapse, not after.
You will recognise at least three of these.
- A register of assets, vendors, licences, certificates or contracts, maintained by hand.
- Expiry dates sit in a column that nothing checks.
- Renewal happens because someone set a personal calendar reminder.
- The document proving compliance is an attachment in an email, not in the register.
- Periodic "audits" are really just someone re-reading the whole sheet.
Signals it is costing more than anyone has measured.
- You have had at least one lapse — an insurance certificate, a licence, a calibration — that nobody caught.
- Answering "is every active vendor currently compliant?" takes a day of work.
- The register and reality have drifted, and nobody knows by how much.
- You keep buying a grace period from a supplier or a regulator you would rather not owe.
- Renewals get done in a panic, which means you never negotiate them.
What it becomes.
A register that reads its own dates. Every tracked item carries its documents, its owner and its expiry, and the system counts down against them: it warns the owner at ninety days, escalates at thirty, and blocks the downstream action — dispatching that vendor, using that asset, shipping under that licence — when the item is out of compliance. Documents are attached to the record rather than to an email, so proving compliance is a filter, not an archaeology project. And because renewals surface early rather than urgently, you get the thing nobody counts as a benefit until they have it: enough lead time to actually negotiate.
What the system does
- Every tracked item with its owner, documents, status and expiry in one record
- Automatic countdown, reminders and escalation, tuned per item type
- Hard blocks on downstream actions when something is out of compliance
- Document capture with the data read off the document, not typed in
- A live compliance position you can show an auditor or a client without preparation
What it connects to
- Procurement and vendor onboarding, so a new supplier lands in the register automatically
- Dispatch, scheduling or production, which is where the block has to bite
- Finance, for renewal cost and contract value
- Email and SMS, because the owner has to be told where they already look
It augments the systems of record you already run. Nobody is asking you to replace your accounting package.
Where we would start, and how long it takes.
The existing register migrated, with countdown, reminders and escalation live for one item type — usually the one that has already burned you — inside a week. Blocking downstream actions comes second, once people trust the data.
Pharmacy Flow tracks licences, DEA registrations and 503A/503B status against every action a pharmacy tenant can take, and fails closed when something is missing — the same pattern, applied where a lapse is a regulatory event rather than an inconvenience.
See our platforms →Others in operations
The workflow that runs on email
“A process that only moves when somebody remembers to move it.”
Internal apps & portalsThe spreadsheet three people quietly depend on
“It was a spreadsheet. Now it's load-bearing, and it has no owner.”
Document capture & scanningThe paperwork someone re-types every morning
“The information already arrived. It just arrived as a PDF.”
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