Document Tracking

Compliance documents tracked, chased and checked by AI

Every supplier means insurance, RAMS packs and certificates with expiry dates. The day one lapses unnoticed is the day an audit, a claim or a client review finds it first.

TYTEN's compliance controller watches every document, chases renewals before the lapse, and reads what arrives.

What it does

One worker in the TYTEN AI workforce, on this job all day.

Tracks every expiry

Insurance, RAMS, PTW forms and certificates are tracked per supplier and per client, with gaps visible before they become findings.

Chases before the lapse

Renewals are requested ahead of expiry and chased until the document arrives, with escalation when a supplier goes quiet.

Reads what arrives

Every document is read on arrival: the right type, the right dates, the right cover. Wrong documents are bounced back automatically.

Files where the client needs it

Job sheets, certs and packs go to each client's nominated portal in their format, with a full upload audit trail.

What it replaces

Supplier compliance is usually a spreadsheet of expiry dates that is accurate on the day someone updates it.

Done by handRun by TYTEN
TrackingA spreadsheet maintained by hand, out of date within a week.Every supplier document tracked against its expiry as a live record.
ChasingChased once the certificate has already lapsed.Chased before it lapses, and kept up until the replacement arrives.
CheckingFiled on receipt, rarely read.Read on arrival and checked against what the job actually requires.
ConsequenceA non-compliant supplier reaches a job and nobody knows until an audit.Non-compliant suppliers never reach the job in the first place.
Zero
Non-compliant suppliers dispatched
7,144
Job sheets chased
4 weeks
Typical go-live
Aggregate across UK FM clients, November 2025 to July 2026.

How it fits the platform

The compliance controller is one worker in the TYTEN AI workforce, sharing supplier records with the reactive helpdesk, PPM chasing and accounting. See it in context for subcontractor networks and specialist FM.

Document tracking FAQ

Insurance certificates, RAMS packs, permits to work, training and competency certificates, service reports and the client-specific documents your contracts require.
The renewal is chased before the expiry date, and your rules decide whether new work orders are held until the document arrives.
No. They email documents as they always have, in whatever format. The AI reads what arrives and asks for what is missing.
Every chase, receipt and check is recorded, so the audit trail for any document is one lookup, not an afternoon of inbox archaeology.

Never lose track of a certificate again

30-minute demo. Bring your supplier list and we will show you what the compliance controller would be chasing this week.

Book a Demo