Inspection certificates
Classified, extracted and linked back to source evidence for reviewer control.
Certificate tracking automation
AI certificate tracking automation for compliance evidence
DocBeaver helps maintenance and FM contractors track certificates, inspection records and compliance evidence across sites, assets and clients.
The workflow extracts certificate dates, results, asset references and expiry rules, then flags missing, expired or inconsistent evidence before client packs or compliance reviews.
40-70%
Target reduction in certificate chasing and evidence checking
Document inputs
Real documents this workflow is built around
These are the source files DocBeaver expects to map during an audit and prototype. The implementation can start with a narrow subset, then expand as extraction quality and review rules are proven.
Test records and maintenance evidence
Classified, extracted and linked back to source evidence for reviewer control.
Compliance declarations
Classified, extracted and linked back to source evidence for reviewer control.
Engineer reports and job sheets
Classified, extracted and linked back to source evidence for reviewer control.
Client pack requirements
Classified, extracted and linked back to source evidence for reviewer control.
Rejected or failed certificates
Classified, extracted and linked back to source evidence for reviewer control.
Manual bottlenecks
Why this workflow is a strong automation candidate
Step 1
Expired or missing certificates are chased manually across inboxes, portals and folders.
Capture certificates from email, portals, job systems and document stores.
Step 2
Dates, assets, sites and certificate results are re-keyed into trackers.
Classify certificate type, client, site, asset, contractor and compliance requirement.
Step 3
Failed or rejected evidence can be separated from the client or site record.
Extract issue date, expiry date, result, engineer, standard, asset and reference fields.
Step 4
Recurring compliance packs are assembled late from scattered documents.
Match evidence to site, asset and recurring client requirements.
Extraction and checks
Fields extracted and validation checks performed
The automation should produce reviewable data, not a black-box answer. Every important field or exception needs a source link, confidence signal and review route.
| Extracted fields | Validation checks |
|---|---|
| Client, site, asset, contractor and certificate type | Expiry and next-due-date calculation |
| Certificate number, issue date, expiry date and next due date | Certificate matched to site and asset |
| Result, defects, failed items and remedial actions | Missing recurring evidence |
| Engineer, company, standard and inspection reference | Failed or rejected result detection |
| Pack status, evidence source and reviewer | Duplicate or superseded certificates |
Workflow outputs
What the implementation should produce
DocBeaver normally starts with a controlled workflow output: summaries, exception queues, review files, dashboards or proposed system updates. Direct writes into operating systems should be added only after review rules are proven.
- Certificate expiry dashboard
- Missing evidence queue
- Client compliance pack
- Asset register update proposal
- Remedial follow-up list
FAQ
Common questions
Can certificate tracking replace an existing CAFM system?
Usually no. DocBeaver normally integrates with CAFM, CMMS, portals, inboxes and document stores to improve evidence extraction and exception tracking.
Can it track client-specific compliance requirements?
Yes. Requirements can be configured by client, site, asset type, contract or recurring pack.
Assess this workflow using your real documents
Start with a focused audit of document types, source systems, manual checks, exception rules and review requirements.