The audit pack that took three weeks to assemble

How to read this. The figures below are worked estimates, not a client result. They are modelled on the volumes a typical operational SME runs at, and the arithmetic is shown so you can put your own numbers in. We size the real case against your actual volumes before quoting.

A contractor holds around 900 live records across staff certifications, plant inspections, insurances and training. Before an audit or a client pre-qualification, someone rebuilds the evidence pack by searching folders and inboxes, extracting values from returned PDFs and updating a spreadsheet.

Ask the compliance manager where their week goes and the answer is rarely analysis. It is finding out what expires this month and emailing people until they send it.

One register with real expiry dates, built from the documents you already hold rather than a fresh data-entry project. Reminders go out on a schedule to the person who actually holds the record, escalating when ignored. Returned documents are read, values extracted and the register updated without anyone re-keying anything.

When a pack is needed, it is assembled from the register rather than rebuilt from folders.

• Hours saved. Two days a week of chasing is roughly 64 hours a month. Most of that is mechanical follow-up a system does better.
• Pack assembly. From weeks of preparation to same-day, because the evidence is already structured.
• Expiries caught early. The certificate that would have grounded a vehicle or pulled someone off site surfaces weeks out, not on the morning.
• Audit trail. A timestamped path from source document to register entry to reported figure, which is usually the part that is missing.