Keep a clear list of what is needed, what has arrived and what needs renewing. Send agreed reminders while a requirement is outstanding.
Agreed rules. Visible exceptions. A person in control.
A dated register flags a certificate approaching expiry and assigns a review task. A person checks the replacement before the register is updated.
A scheduled check finds an incomplete requirement or a renewal date entered by your staff.
A person checks document suitability, enters or verifies dates and marks each requirement complete. Receiving a file does not mean it is valid, compliant or suitable. You agree who can access the files and when records are removed.
Reminders stop when staff mark the requirement complete or close the job. New renewal requirements are explicit records; the workflow does not infer legal validity from a file.
Use named, permissioned access rather than sending passwords in an enquiry.
Microsoft Lists with SharePoint, or Google Sheets with Google Drive, plus a compatible form and Outlook or Gmail.
Examples are subject to compatibility, subscription and access checks. A connection is confirmed during scoping.
Start with the applications you already use. Review the setup cost, running costs and handover together before you decide to go ahead.
Show me the task you want to improve. I’ll map the steps and quote for connecting your applications, checking the workflow and showing you how to use it. You can review the cost before committing.
Secure storage, upload forms, SMS or document processing may be extra if requested. The initial workflow tracks entered data and does not need AI document reading.
Your written quote confirms what is included, responsibilities, exclusions and any applicable VAT. Your accounts belong to you, with subscriptions normally paid directly to suppliers.
You receive a workflow map, configuration notes, template copies and a walkthrough. Access is granted through your accounts, with the permissions needed for the job. We agree how CDM access is removed or retained at handover.
For planning, allow approximately £10–£30/month for a small Make-based workflow, excluding existing application subscriptions and CDM maintenance. This is an indicative allowance, not a supplier quote or a guaranteed ceiling. Check current Make plans, usage, currency, billing term and taxes before purchase.
Your team owns day-to-day status updates and reviews failed runs. Optional maintenance can cover agreed monitoring, connection checks and small changes; scope and limits are written into the proposal. Without maintenance, the handover explains how to pause, retry and recover manually. These five starting workflows do not require runtime AI. Any later AI processing needs a separate explanation of purpose, review and charges.
Your website, forms and internal workflow need to work together.