Use case · Operations · Legal
Due Diligence & Document Tracking
Document tracking shows at a glance which documents you have and which are still missing, for every client, supplier, project or deal. Statuses update themselves when documents arrive, AI can check each file for missing information where it's scoped, and expiring documents are flagged before they lapse. Work only moves forward once the right paperwork is in.
- Pending to Not needed
- 5 statuses
- Status changes by itself
- On upload
- Reminders go out
- Before expiry
What is document tracking?
Document tracking is a list of required documents on every record, such as a client, supplier, project or deal, with a status for each document that updates when the file arrives. Reminders chase what's missing, expiring documents are flagged, AI can check files for gaps, and the next step is unlocked only once the right documents are approved.
Why does paperwork hold deals up?
Paperwork holds deals up because nobody is tracking it in one place. Has this client signed? Has the supplier sent their insurance certificate? Is the ID check done? The answers sit in email attachments, shared drives and people's memories. Documents arrive incomplete, certificates expire unnoticed, and pulling everything together for an audit or completion takes days.
Answers live in inboxes
Nobody can see what's in and what's missing without searching.Incomplete files slip through
A missing signature is noticed weeks later, when it matters most.Certificates lapse
Insurance, safety certificates and ID checks expire without anyone noticing.
How does automated document tracking work?
Automated document tracking gives each record a document list with a status per document: Pending, Received, Approved, Expired or Not needed. Statuses update when a file is uploaded or filed from email, AI checks completeness where scoped, approvals stay with your team, expiring documents trigger reminders, and dashboards show what's outstanding across every record.
With AI automations
A document uploaded or received by email, a status changed by your team, or an expiry date approaching
A document list for every record
Mapped to each type of record you hold.A status for every document
Pending, Received, Approved, Expired or Not needed.Statuses update on arrival
Uploading a file to its field, or filing it from email, changes its status.AI completeness checks
Where scoped, AI checks names, dates, signatures and amounts are there and match the record.Manual where it should be
Approvals and judgement calls stay with your team, with who and when recorded.Expiry reminders
To the client or supplier, and your team, before documents lapse.Chase what's missing
Reminders check first and stop once the document is in.Gate the next step
A deal can't move on until its documents are approved.Dashboards
Counts of what's outstanding, expiring or awaiting approval.
| Business | Typical documents |
|---|---|
| Brokerage or investment network | NDA, KYC or ID checks, proof of funds, letter of intent, fee agreement, authority to sell |
| Lettings or property management | Tenancy agreement, right-to-rent check, gas and electrical safety certificates, deposit protection |
| Recruitment or staffing | Right-to-work documents, certifications, references, signed contracts |
| Construction or trades | Insurance certificates, method statements, risk assessments, sign-offs |
| Professional services | Engagement letter, ID checks, signed agreements |
Which documents belong to a contact, and which to a deal?
Documents that belong to the person, such as an NDA, ID checks or a fee agreement, sit on the contact, because they apply to every deal. Documents that belong to one transaction, such as a letter of intent or proof of funds for that deal, sit on the deal. Getting this right early stops the same document being requested twice, or a deal looking complete when it isn't.
For a UK property deal-sourcing brokerage, we built full verification sets on contacts, properties and deals. Uploading an NDA, due diligence, fee structure or property document updates its status automatically. Statuses with no document behind them, such as terms and conditions sent, stay manual, so the system never marks something done when it isn't.
Is this legal advice?
No. Document tracking records which documents you have, updates their statuses and can flag gaps such as a missing signature or an expired date. Judging whether a document is legally sufficient stays with your team and your advisers. The system tells you what's there; your people decide what it means.
Which systems deliver it?
Document tracking is delivered by AI automations on your own database or CRM, such as Airtable with Make.com, with AI completeness checks added where they're scoped. It usually sits alongside onboarding, a deal pipeline or an operations database, so documents are collected, stored and tracked on the same records your team already works from.
| System | Trigger | What it does | Package note |
|---|---|---|---|
| AI Automations | Upload, email, status change, expiry date | Document lists, auto-updating statuses, AI checks, reminders, gates, dashboards | AI checks where scoped |
Where is it used?
Document tracking suits any business where work can't move until the paperwork is in. Brokers track NDAs, LOIs and proof of funds; lettings agents track right-to-rent checks and safety certificates; recruiters track right-to-work documents; construction firms track subcontractors' insurance; and interior design firms track snags and sign-offs.
Same job, their words
Due diligence on every deal: NDA, LOI, proof of funds, fee agreement and authority to sell, each with its own status. A deal can't reach the next stage until proof of funds is approved, and statuses change as soon as the file is uploaded.
Proof
Verification statuses that update on upload
Verification sets on contacts, properties and deals · a dedicated proof of funds stage after the LOI
What should you know before you start?
Document types, statuses and rules are set up for your business, and more can be added later. Documents are stored in your own systems, with access limited to the people who need them. AI completeness checks flag issues for review; they don't approve anything on their own.
- Tracking, not legal advice.
- Automate only statuses with a document behind them. The rest stay manual.
- Your files, your systems. Access is limited to the right people.
Frequently asked questions
Questions
Answer
Can statuses update automatically when a document arrives?
Yes. When a document is uploaded to its field, or arrives by email and is filed to the right record, its status changes automatically, for example from Pending to Received. Statuses that don't have a document behind them, such as terms sent or an approval, stay manual so nothing is marked done when it isn't.
Can AI check a document for missing information?
Yes, where it's scoped. AI reads each document and checks that the required information is there, such as names, dates, signatures and amounts, that it matches the record, and that nothing has expired. Anything it finds is flagged for your team to review. Approval always stays with a person.
Does it give legal advice?
No. The system tracks documents, updates statuses and can flag gaps, but it doesn't judge whether a document is legally sufficient. That stays with your team and your advisers. It's a way to see what you have and what you're missing, not a substitute for legal review.
Can it remind us before documents expire?
Yes. Any document with an expiry date, such as an insurance certificate, a safety certificate or an ID check, triggers reminders before it lapses, to the client or supplier and to your team. Dashboards show everything that's expiring soon across all your records.
Where are the files stored?
In your own systems, such as your database, CRM or file storage, on the record each document belongs to. Access is limited to the people who need it. We don't move your documents into a separate system of ours; you own everything we build.