Engineers · compliance and technical knowledge
Never miss an equipment calibration or certification deadline
The problem
Calibration certificates, staff qualifications and insurance renewals live in spreadsheets and inboxes. One missed date can call a whole batch of results into question.
What you get
One register of every deadline, with automatic reminders, and new certificates read and filed for you.
Three ways to do it
Indicative monthly running costs, not quotes. They exclude VAT and any one-off build or set-up work. Claude usage is based on Anthropic’s list prices for Claude Sonnet 5.5 and Haiku 5.5; other figures are rough estimates prepared in October 2026.
How it’s built
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Build one register
Item, serial number, certificate type, issue date, expiry date and owner, one row per certificate.
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Set reminder rules
For example 60, 30 and 7 days before expiry, escalating to a manager if nothing happens.
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Automate certificate intake
When a new PDF lands in the folder, AI extracts the key fields and updates the register.
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Block expired equipment
Expired items are flagged in the field app so they can’t be chosen for a site visit.
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Send a monthly compliance summary
An automatic report of upcoming and overdue items goes to your quality manager.
How it fits common tools
- Microsoft 365 Outlook, Teams, SharePoint and Excel connect through Power Automate, and n8n, Make and Zapier all support them. Microsoft Bookings is included in most business plans.
- Google Workspace Gmail, Calendar, Sheets and Drive have well-documented APIs and ready-made connectors in n8n, Make and Zapier.
- Zoho Zoho Bookings, Forms, CRM and Sign all have APIs, and Zoho Flow links them together. Make and n8n have Zoho connectors too.
- Field form apps Most field apps (e.g. GoCanvas, Fulcrum) can send each submission to an API or webhook, so data flows into reports and portals without re-typing.
- Xero or QuickBooks Both have open APIs and connectors in Make, n8n and Zapier, so invoices, payments and reminders can be automated.
- Spreadsheets Fine as a starting point. Once the automation is live, move the data into a proper database or list so it doesn’t break when someone renames a column.
- Paper forms Usually the biggest quick win: replacing paper with a phone or web form removes the re-typing entirely.
Watch-outs
- Spot-check AI-extracted dates against the certificate, especially at first.
- If you’re UKAS-accredited, make sure the register meets your auditor’s record-keeping rules.
Want this built for your firm?
Blue Tea is a UK-based software partner. We start with the problem, not the software: if an existing system already does the job, we’ll configure it. If it doesn’t fit, we’ll design and build something that does.
- ISO 9001 and ISO 27001 certified
- Strategy, design and engineering under one roof
- No obligation. Just a conversation about your process.