Every expiry date, tracked once, flagged in time.
Licenses and permits expire. So do certificates, insurance policies and contracts. Usually those dates are scattered across folders and inboxes, or they live in one person’s head. ExpiryEdge puts them in one register and reminds people at 90/60/30/7 days on the channels they actually check. The file stays attached, so you renew before the date instead of after the lapse.
Quick answer
Document tracking software for expiry dates (you’ll also see it called document expiration reminder software) keeps the expiry date of every business file in one place and warns you before each one lapses. Think of your public liability policy, an operating license or an ISO certificate. ExpiryEdge stores the file with its date and gives the renewal an owner. Reminders start three months out and repeat until it’s renewed, by email, SMS, WhatsApp, Slack or Teams. You stop finding out about expiries and start dealing with them early.
Why expiry dates get missed
Nobody decides to let a document lapse. The date just wasn’t on anyone’s radar.
Documents are scattered
The insurance PDF sits in someone’s email and the license on a shared drive. The certificate is in a filing cabinet. Nothing tells you what expires next.
The reminder lives in one person’s head
When the person who "just knows" the renewal dates goes on leave or quits, the dates leave with them.
A spreadsheet doesn’t chase
A spreadsheet of dates helps only if someone opens it on the right day. It can’t send a reminder or flag a miss, and it won’t tell you it’s out of date.
A lapse has consequences
An expired license can shut a site. Lapsed insurance can leave a claim unpaid, and an old certificate fails an audit. You feel it long after the date has gone.
How every document gets renewed on time
Reminders with real lead time
Every item gets reminders at 90/60/30/7 days before it expires, on the channels your team uses. Three months’ warning gives you time to get quotes or book the inspector. It beats a panic the day before.
Reminders at 90/60/30/7 days, configurable per document
Email, SMS, WhatsApp, Slack and Teams
Each renewal assigned to an owner
Every document and its date in one view
See at a glance what’s valid, what’s expiring and what has already gone over. The file is attached to the record, so the proof sits next to the date. When an auditor asks, you just download it.
Colour-coded status: valid, expiring, expired
Document stored alongside its expiry date
Filter by type, owner, location or status
ExpiryEdge vs calendar reminders vs a spreadsheet
| Capability | ExpiryEdge | Calendar reminder | Spreadsheet | |
|---|---|---|---|---|
| Stores the document with the date | Link only | |||
| Collects renewals from outside contacts, with e-signature | ||||
| Escalating reminders (90/60/30/7) | Single alert | |||
| Multi-channel alerts (SMS/WhatsApp/Teams) | ||||
| Owner assigned per document | One calendar owner | Manual column | ||
| Escalation if a renewal is missed | ||||
| Survives staff turnover | Tied to one calendar | Whoever holds the file | ||
| Exportable audit trail | Only edit history | |||
| Status view across all documents | Manual filtering |
Track any document with an expiry date
Business licenses & permits
Insurance policies
Professional certifications
Contracts & agreements
Vehicle & fleet documents
Health & safety certificates
Visas & right-to-work documents
Equipment inspection records
What changes once every date is tracked
90/60/30/7
day reminder schedule on every document
One register
for every document in the business that expires
5 channels
email, SMS, WhatsApp, Slack and Teams
0
renewal dates that only one person remembers
It keeps a record of your important paperwork: where it is and what state it’s in. For compliance, the expiry date is the part that matters most. ExpiryEdge tracks each item with its expiry date and its owner, plus the file itself, and reminds the owner before it lapses. It isn’t a document editor or a full document management system.
Write down everything that expires, with the date and the person responsible, and keep a copy of the file. Then set reminders far enough ahead to renew. Most teams use 90/60/30/7 days. A spreadsheet is fine for a handful. Past that, software sends the reminders and chases misses, and it collects the renewed copy for you.
Anything with an expiry or renewal date. Business licenses and permits, insurance policies and professional certificates are the usual start. Contracts and vehicle papers fit too, as do health and safety certificates, visas, right-to-work checks and equipment inspection records. You can add your own categories for anything else.
A calendar sends one alert to one person and doesn’t hold the document. ExpiryEdge keeps the file with its date and sends reminders at 90/60/30/7 days on more than one channel. It gives the renewal an owner, escalates if it’s missed and keeps an audit trail you can export. Your renewals no longer depend on a calendar nobody else can see.
Email, SMS, WhatsApp, Slack and Teams. Pick the channel for each owner so the reminder lands where they actually look. A reminder nobody sees doesn’t protect you.
Yes. By default reminders go out at 90/60/30/7 days, and you can change the lead times for each item. A renewal that needs a site visit might start at 120 days; a quick online one at 30.
The register marks it expired and escalates it to the owner and their manager. With reminders running months ahead, a real lapse is rare. If one does happen, you see it that day, not weeks later.
Yes. Give each item an owner, let your team into the register, and send reminders to the right people. When someone leaves, nothing is lost, because the file lives in the system and not in their inbox.
Every reminder gets a timestamp. So does every upload or renewal, and you can export the lot to CSV or PDF. When an auditor or insurer asks, you show them today’s certificate along with the full history of how you kept it current, going back as far as they want to look.
That’s document collection, a separate feature that works with tracking. ExpiryEdge sends the vendor or client a link. They don’t need an account; they upload the new copy and sign if needed. ExpiryEdge keeps following up until it comes back, and the new version goes straight into the same record.