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About This Automation
Compliance and certificate tracking requires lettings agencies to collect, verify, and monitor gas safety, electrical, EPC, and insurance certificates across dozens of properties.
Automation extracts certificate details from PDFs automatically, monitors expiration dates daily, sends renewal reminders on schedule, and generates audit-ready compliance reports on demand.
Key features:
Extract certificate details automatically from PDFs and images, validating data before storage
Monitor expiration dates continuously and flag certificates expiring within 30 days
Send renewal reminders to landlords on a fixed schedule without manual intervention
Generate compliance reports on demand showing all properties and certificate status
Maintain a live, searchable database of all certificates with consistent naming and organization
Alert the team automatically when certificates are overdue or missing
The issues teams report most often with this process
#
Friction point
Companies Report This
1
Manual data entry errors
Transcribing certificate details into spreadsheets introduces typos and inconsistencies that compromise audit accuracy.
80%
2
Missed expiration dates
Manual weekly or monthly checks fail to catch all approaching expirations, creating compliance gaps and landlord friction.
67%
3
Inconsistent file organization
Certificates stored in Google Drive with varying naming conventions and folder structures make retrieval slow and audit preparation difficult.
53%
4
Slow report generation
Compiling compliance reports requires cross-referencing multiple spreadsheets and folders, consuming 45 minutes per audit cycle.
40%
5
Unreliable team alerts
Manual Slack or email notifications about overdue certificates are often missed in busy inboxes, delaying corrective action.
26%
DisclaimerAll data is based on anonymized FullSpec mapping sessions and proprietary industry research. Learn more
Automation readiness
How well-suited this process is for automation
Process Pain Score™Manual certificate tracking across dozens of properties creates high audit risk.
8.3/ 10
AI Fit Rating™Certificate extraction, date monitoring, and reminder scheduling are highly.
9.1/ 10
Automation Lift Index™Automation eliminates data entry bottlenecks, ensures zero missed expirations.
8.7/ 10
Hidden Overhead™Context switching between email, spreadsheets, and folders, plus stress from.
7.3/ 10
How The Automation Works
The full workflow, from trigger to completion.
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1. Certificate Data Receivedtrigger
A new certificate is uploaded or a landlord email arrives with an attachment. The automation detects the file and extracts certificate details.
2. Extract Certificate Details
The automation reads the certificate image or PDF, extracts the certificate type, number, issue date, and expiry date, and validates the data format.
3. Store
The extracted data is written to a centralised base, creating or updating the property and certificate record with all details.
4. Check Expiry Status
A decision node evaluates whether the certificate expires within 30 days or is already overdue.
5. Send Renewal Reminder
If expiry is within 30 days, an automated email is sent to the landlord with the property address, certificate type, and renewal deadline. A alert is also posted to the operations channel.
6. Flag Overdue Certificate
If a certificate is already overdue, a high-priority notification is sent to the operations manager and a red flag is set for immediate action.
7. Generate Compliance Report
On demand or on a schedule, the automation queries to generate a live compliance report showing all properties, certificate status, and overdue items, and exports it as a PDF.
Everything you need to know before mapping this process.
The automation uses intelligent document reading to extract certificate details from PDFs and images, even when quality is poor. It validates the extracted data before storing it, flagging any entries that need manual review.
Airtable
Google Drive
Gmail
Slack
Google Sheets