Track every expiration date. Remind the right people before anything runs out.
Licenses, insurance certificates, permits, staff certifications, vehicle registrations. ExpirationPilot emails the person responsible before each one expires, and can ask your contractors and suppliers for the renewed document.
- 14-day free trial
- No credit card needed
- Import your Excel list
The Today page: what is overdue, what expires soon, and which documents are waiting for your review.
How it works
From your spreadsheet to a renewed document
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1
Bring your list
Import your spreadsheet or add items one by one, each with an expiration date and the colleague responsible.
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2
Reminders and requests go out
Your colleague gets reminders before the date. ExpirationPilot can also ask the contractor or supplier for the renewed document, and follows up every week.
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3
Review and approve
Check the uploaded document, enter its new expiration date and approve. The reminders start again for the next renewal.
What ExpirationPilot does
Reminders keep your colleagues ahead of each date. Document requests bring the renewed paperwork back to you.
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Email reminders
Remind the right person before the date.
Each item has one colleague responsible. They get an email 30, 14 and 7 days before it expires, on the day, and 7 days after if it still hasn't been renewed. Copy in anyone else who should know, and change the days whenever you like.
Example reminder schedule for Forklift operator certificate · Luis Ortega: emails to the person responsible before and after the expiration date, with a colleague copied. The first ones are delivered, the rest scheduled. -
Document requests
Collect renewed documents without writing every follow-up.
Schedule a request, for example 30 days before a contractor's insurance certificate expires. They get an email with an upload link and send the file from their phone or computer, without making an account. If nothing arrives, we follow up every week, up to six times.
Example document request email to ABC Roofing asking for the renewed liability insurance certificate, with an upload link and no account needed. Example of a document request waiting for a document: the request and two follow-ups delivered a week apart, the next follow-up scheduled in 7 days. -
Review and approve
Check the file, then approve the new date.
Uploads wait on Today under "Documents to review". Open the file, enter the expiration date printed on it, and approve. Wrong document? Reject it with a reason and they get a new upload link.
Example upload page on a phone: the company name, the document asked for, its current expiration date and one Upload document button. No login. Example: the uploaded certificate shows under Documents to review on Today. Approve it and the expiration is up to date with its new date. -
Excel import
Import your existing list. Export it whenever you need.
Upload your Excel or CSV file. We suggest which column goes where, you review the matches, and you check every row before anything is saved. From then on the list lives in ExpirationPilot, and you can export it to Excel at any time.
Example of the Match the columns step: a spreadsheet with 152 rows, each of its columns matched to a field such as Name, Expires on and Responsible.
One list for everything that expires
If it has an expiration date, you can track it.
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Licenses and permits
Business license, contractor license, building and operating permits
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Insurance
Certificates of insurance from contractors, your own liability, workers' comp and vehicle policies
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Staff certifications
First aid, forklift, safety training, professional licenses
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Vehicles and equipment
Registrations, inspections, servicing, calibrations
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Contracts and leases
Supplier contracts, office lease, maintenance agreements
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Subscriptions
Software, domain names, memberships, warranties
Less time checking dates and chasing replies
A spreadsheet holds the dates, but someone has to open it and write the emails. ExpirationPilot sends them for you, even when you're on vacation.
- Reminders go out on their own
- Nobody has to remember to open the file. The email arrives when it's time.
- Vacations are covered
- Reminders go to the person responsible and anyone else you add, so nothing waits in one inbox.
- You can see they arrived
- Each reminder shows when it was sent and delivered. If an email address bounces, it gets a red warning.
- The boss gets a summary
- One email every Monday: what is overdue, what expires this week and what you are still waiting for.
Plans from $19 a month
You pay for how many things you track: $19 a month for up to 100 expirations, $39 for up to 500. Email reminders and document requests are unlimited on every plan, and every plan starts with a 14-day free trial.
Questions
What can I track?
Anything with an expiration date: business licenses and permits, insurance policies and certificates, staff certifications and training, vehicle registrations and inspections, contracts, leases and subscriptions. You name your own types.
Who gets the reminders, and when?
The colleague responsible for each item, plus anyone else you add. By default they get an email 30, 14 and 7 days before, on the expiration date, and 7 days after. You can change the days for each type or each item, and choose one email per reminder or one summary a day.
Will my contractors get reminder emails too?
No. Reminders go to your colleagues. Contractors and suppliers only get the document request, its follow-ups, and a message if you reject a file they sent.
How long do the follow-ups go on?
Once a week, up to six times, and never more than 7 days past the expiration date. They stop as soon as a file arrives. After the last one, the item shows as overdue on Today, so you can call them or send the request again.
Where does the new expiration date come from?
You enter it when you approve the document, from the date printed on it. If the item renews on a regular cycle, we fill in the next date for you to check.
What if the wrong document arrives?
Reject it and add a reason, such as "This is last year's certificate". They get an email with your reason and a new upload link.
Who can see the uploaded documents?
Only the people who log in to your account. The upload link lets someone send a file, not see your documents, and it stops working once you approve or reject what they sent.
Does it check that a policy covers what we need?
No. ExpirationPilot tracks dates and collects the documents. Whether a policy or a license meets your requirements is still for you to check when you review it.
Does it update my Excel file?
No. You import your list once, and from then on you keep it up to date in ExpirationPilot. You can export it to Excel whenever you want.
Why not just use calendar reminders?
A calendar reminder tells someone a date is coming. ExpirationPilot ties that date to the person responsible, the request to your contractor, the uploaded document, your review and the next expiration date, and shows all of it on one page.
Spend less time on your next renewal.
Start with a 14-day free trial. No credit card needed.
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