Expiration reminders that reach the person who handles the renewal.
Licenses, insurance, permits, certifications, contracts. Put each expiration date in once, and ExpirationPilot emails the person responsible before it runs out, then again if nobody has renewed it.
- 14-day free trial
- No credit card needed
- Import your Excel list
In short
What is expiration reminder software?
Expiration reminder software keeps a list of the dates when things expire, like a license, an insurance policy or a certification, and emails the right person before each date. Nobody has to remember to check a spreadsheet, and a renewal doesn't depend on one person being at their desk.
ExpirationPilot is built for small businesses that track these dates in Excel today. It is a simple list with reminders, not compliance software: no audits, no roles, no setup project.
How it works
Set the dates once. The reminders go out on their own.
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1
Add your expiration dates
Import the spreadsheet you keep today or add items one by one, each with a date and the colleague responsible.
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2
Choose who hears and when
By default 30, 14 and 7 days before, on the date and 7 days after. Change the days for a whole type or a single item.
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3
Renew and repeat
Enter the new expiration date when it is renewed, and the reminders start again for next time.
What the reminders do
The right person
Reminders go to the person who handles the renewal, not to whoever set them up.
Each item has one colleague responsible. Copy in anyone else who should know, so a vacation doesn't hold up a renewal. The owner can get a summary every Monday without logging in.
- One email per reminder, or one daily summary per person at the time you choose.
- Each reminder shows whether it was sent and delivered.
- A bounced address gets a red warning, so you know who didn't get it.
The renewed document
Need the new certificate? Ask for it from the same place.
When a contractor or supplier holds the renewed document, send them a request. They upload it from a link without an account, and we follow up every week if nothing arrives.
- Send it yourself, or schedule it, for example 30 days before the expiration date.
- Up to six weekly follow-ups, until 7 days after the expiration date.
- You check the file and approve the new date before anything changes.
One page a day
See what is overdue and what expires soon.
The Today page lists what has expired, what expires in the next 30 days and which documents are waiting for your review. Each row has one button to deal with it.
- Mark an item as renewed with its new date in a few clicks.
- Items missing a date or a person responsible are flagged too.
What you can get reminded about
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
Why not a calendar reminder or a spreadsheet?
Both work until the one person who set them up is busy, away or gone.
| What you need | ExpirationPilot | Calendar reminder | Spreadsheet |
|---|---|---|---|
| One list of every expiration date | Yes | No | Yes |
| Several reminders per item, before and after the date | Yes | You set each one by hand | No |
| Goes to the person responsible, with colleagues copied | Yes | Only the calendar owner | No |
| You can see each reminder was delivered | Yes | No | No |
| Asks the supplier for the renewed document | Yes | No | No |
| Weekly email of what is overdue and coming up | Yes | No | No |
Questions about expiration reminders
When are the reminders sent?
By default 30, 14 and 7 days before the expiration date, on the date itself and 7 days after if it still hasn't been renewed, at 09:00 in your time zone. You can change the days for a whole type of item or for a single one, up to a year before or after.
Who gets the reminders?
The colleague responsible for each item, plus anyone you copy in. Contractors and suppliers don't get these reminders. If you ask them for a renewed document, they get that request and its follow-ups instead.
Can I send reminders by text message or WhatsApp?
Not yet. Reminders go by email, and each one shows whether it was sent and delivered. If an address bounces, it gets a red warning so you can fix it.
Can we get one email a day instead of many?
Yes. Switch your account to a daily summary: each person gets one email a day with all their reminders, at the time you choose.
What happens after the expiration date?
If nothing was renewed, a last reminder goes out 7 days later and the item shows as overdue on the Today page until someone updates it.
Can I import my list from Excel?
Yes. Upload an Excel or CSV file, review the column matches we suggest, and check the rows before they are saved. You can export the list back to Excel at any time.
Is there a free version?
There is a 14-day free trial with every feature and no credit card. After that, plans start at $19 a month for up to 100 items, with unlimited reminders.
Spend less time on your next renewal.
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