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.
The full workflow, from trigger to completion.
A new certificate is uploaded or a landlord email arrives with an attachment. The automation detects the file and extracts 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.
The extracted data is written to a centralised base, creating or updating the property and certificate record with all details.
A decision node evaluates whether the certificate expires within 30 days or is already overdue.
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.
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.
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.
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