ExpirationPilot
Start free trial
Features Pricing How it works Sign in

Track expiration dates. Collect renewed documents.

Bring your spreadsheet, set up reminders and document requests, and review the renewed documents when they arrive. ExpirationPilot sends the follow-ups for you.

Start your free trial
  • 14-day free trial
  • No credit card needed
  • Import your Excel list

Reminders

Remind the right person before something expires.

Every item has a colleague responsible for renewing it. ExpirationPilot emails them ahead of the date, so nobody has to keep checking a list.

  • By default: 30, 14 and 7 days before, on the expiration date, and 7 days after. Change the days for any item or type.
  • Copy in colleagues who should know. One email per reminder, or one summary a day.
  • Each reminder shows when it was sent and delivered. A bounced address gets a red mark.
  • Reminders go to your colleagues only. Contractors and suppliers get document requests instead.

Nobody has to remember to check the spreadsheet.

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 chasing every reply.

Ask the contractor, supplier or employee who holds the document to send the renewed one. They upload through a link, and we send automatic follow-ups if nothing arrives.

  • Send a request yourself, or schedule it, for example 30 days before the expiration date.
  • They upload from their phone or computer. No account or password.
  • No file yet? A follow-up every 7 days, up to six times, until 7 days after the expiration date.
  • You see what was requested, who opened the link and what you are still waiting for.

You stop writing "just checking in" emails.

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

You decide what counts as renewed.

Nothing changes until you look at the file. Uploads wait under "Documents to review", next to the date currently on file.

  • Open the file and enter the new expiration date printed on it. If the item renews on a regular cycle, we fill in the next date for you to check.
  • Approve, and the new date and file replace the old ones. The reminders start again for the next renewal.
  • Wrong document? Reject it with a reason. They get your reason and a new upload link.

Uploaded replacements only update the record after you approve them.

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.

The Today page

See what is overdue, missing or ready to review.

One page lists what needs you now, each item with one button: mark it as renewed, ask for the document, or review it.

  • Overdue, expiring in the next 30 days, documents to review, and items still missing a date or a person responsible.
  • Below that, how many things expire in each of the next six months.

Open it in the morning and you know what to do today.

Example of the Today page: a workers' comp certificate uploaded by Delgado Electric waiting for review, ABC Roofing's liability insurance certificate 3 days overdue with a request sent and no upload yet, and a forklift operator certificate expiring in 12 days.
Example of the next six months on Today: how many expirations come up each month.

Excel import and export

Import your existing list. Export it whenever you need.

Start from the Excel or CSV file you use today instead of typing everything again.

  • We suggest column matches from your headings, and you review them.
  • You see every row before anything is saved. Contacts import the same way.
  • From then on the list lives in ExpirationPilot. Export it to Excel at any time.

Your list is in on day one, without retyping it.

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.

Documents library

Find the latest approved copy without searching email.

Each item keeps the last file you approved, and the Documents page lists them all with their expiration dates, so you can see at once whether a copy is still valid.

  • When a client or an inspector asks for your insurance certificate, you find it in seconds.
  • Each item keeps a history of every change and upload. You choose how long old files are kept.

No more searching old emails for the latest copy.

Example documents list: the latest file of four items with their expiration dates.

Team and weekly summary

Keep renewals moving when someone is away.

Everyone you invite sees the same list, so a colleague can pick up where you left off.

  • Each item still has one person responsible. Others you add get copies of the reminders.
  • A weekly summary, on Monday at 09:00 by default: what is overdue, what expires in the next 7 days, what you are waiting for and what came in to review.
  • Send the summary to the owner too. They don't need to log in.

Nothing depends on one person's inbox.

Example weekly summary email: one overdue, four due in the next 7 days, three waiting for a document, one to review.

Spend less time on your next renewal.

Start with a 14-day free trial. No credit card needed.

Start your free trial