Nothing important should expire quietly.
A lapsed electrical CoC holds up a transfer. An expired B-BBEE affidavit loses a tender you'd already won. A tax clearance PIN that ran out last month costs you the contract. None of these announce themselves — they simply stop being valid, and you find out from someone else.
Saving and viewing expiry dates is available on every account. Marked automation is on our roadmap.
Every date above was read off the document itself and confirmed once — not typed into a spreadsheet and forgotten.
You shouldn't have to type in a single date.
Every compliance calendar ever built has died the same death: somebody had to maintain it. Three routes get a date into KuduDoc, and the first one is the whole point.
AI reads it off the document*
Upload the certificate and KuduDoc reads it: issue date, valid-until date, certificate number, the holder, the property or vehicle it belongs to. No capture form, nothing to forget. This is what makes the calendar real — dates arrive because a document arrived, which is the only moment anyone is reliably paying attention.
The one that matters
The document type implies it*
Some documents have a known life — but they don't all start the same clock, which is where most reminders go wrong. A B-BBEE sworn affidavit runs 12 months from the date the Commissioner of Oaths signs it; a verified B-BBEE certificate runs 12 months from issue. An electrical certificate of compliance is different in kind: it has no expiry date at all. Regulation 7(5) of the Electrical Installation Regulations bars a change of ownership on a certificate older than two years — so it never lapses while you hold the property, and it is already useless the day you decide to sell. A SARS tax compliance status PIN is different again: you choose how long it lives when you request it, and the status behind it is checked live at the moment someone uses it. KuduDoc counts from whichever date that type actually starts on — and tells you what the date actually means.
Rules per document type
You set it yourself
For everything else — a lease renewal window, a contract milestone, a warranty that arrived as a paper slip in a box — set the date by hand once, assign an owner, and never think about it again. This route works today; the two above are in build.
Available now
Where the AI stops. Extraction is good and it is not infallible — a faded scan, a handwritten date or an unusual layout can be read wrong.
So every date KuduDoc reads is shown to you with the document open beside it, to confirm or correct in one click. The reminders then run off the date you confirmed, not off a guess. More on how the AI reads documents.
* On our roadmap — in build, not live yet.
The things that quietly expire and cost you.
Not files. Documents with a date on them, where the date is the whole point.
Compliance certificates
Electrical CoC, gas, plumbing, beetle and fire — the certificates that hold up a property transfer or a lease the moment one is out of date.
Insurance policies
Professional indemnity, public liability, fidelity cover and fleet. The renewal date, and the cover note a client will ask you to produce.
Leases and renewal windows
Not just the end date — the notice window before it, which is the date that actually decides whether you stay, move or renegotiate.
Driver's and vehicle licences
Licence discs, driver's licences, PrDPs and roadworthy certificates — per vehicle and per driver, so nobody is on the road without one.
Professional registrations
The annual registration that lapses without a sound — and takes the right to sign off work with it until somebody pays the fee.
Tax clearance
A SARS tax compliance status PIN runs for 12 months. Every tender and most new clients want a live one, on the day they ask.
Work permits and visas
Critical skills, general work and intra-company transfer permits — flagged with enough warning that renewal is actually possible.
Contracts with auto-renewal
Fixed terms, evergreen clauses, and the notice period that decides whether it rolls over for another year without anyone deciding.
B-BBEE affidavits
Sworn affidavits are valid for 12 months from the date of signature; verified certificates for 12 months from issue. Tenders check both.
Warranties and guarantees
Equipment warranties, construction guarantees and retention release dates — the ones you only go looking for once something has broken.
A reminder nobody reads isn't a reminder.
90, 60, 30 and 7 days before expiry — by email, and by WhatsApp*, which is where South Africans actually read things. The same channel KuduDoc uses to deliver signature requests.
And every document gets an owner. Not a shared inbox, not "the team" — a named person whose job it is to renew that one thing.
Reminders stop the moment the replacement certificate is uploaded and sealed.
Reminders run to the close of the notice window, not to the end of the contract.
The one month you could have cancelled.
Evergreen contracts don't expire. They renew — usually for another twelve months, usually needing 60 or 90 days' notice, and usually while nobody is looking at the contract at all.
KuduDoc's AI reads your contracts for automatic renewal clauses and works out the two dates that decide everything: when the notice window opens, and when it shuts. Then it treats the closing date exactly the way it treats an expiry — 90, 60, 30 and 7 days of warning, to a named owner.
Read the clause, then decide. KuduDoc points at the wording and quotes it with its clause number. It doesn't interpret the contract for you, it doesn't advise you whether to cancel, and it doesn't send the notice on your behalf.
What it removes is the failure that actually happens: nobody knowing the window was open until after it had closed.
The calendar is one part of a bigger idea.
KuduDoc isn't an e-signature tool with a diary bolted on. It's important-document management for South Africa — the documents, the intelligence that reads them, and the dates that follow.
KuduDoc Shelves
The documents themselves live here.
Every certificate, policy, lease and contract, sealed with a certification signature, a SHA-256 fingerprint and a timestamp — searchable by party, date and type, and free for anyone to verify. The renewals calendar is a view onto your shelves, not a separate list you have to keep in step with it.
Explore KuduDoc ShelvesAI in KuduDoc
The intelligence that reads the dates.
The same reading layer that pulls an expiry date off a certificate also answers questions about what you hold, finds clauses across an archive, and flags personal information before you share a document. Dates are simply the most useful thing it can tell you without being asked.
What the AI can doCompliance certificates
The certificates that hold up a property transfer.
Electrical, gas, plumbing, beetle and fire certificates are the sharpest version of this problem in South Africa: a transfer stalls, a lease can't be signed, an insurer declines a claim — all because a certificate quietly went out of date. That page covers the signing side; this one covers the watching.
Compliance certificates in detailBefore you trust a calendar with this
You'll see it before it counts. Every extracted date is presented for confirmation with the document open beside it — the date highlighted where the AI found it — so a wrong read takes one click to correct. Reminders run off the confirmed date, never off an unconfirmed guess.
Faded scans, handwritten dates and unusual layouts are where extraction struggles most. Those are exactly the documents where the confirmation step earns its keep, so we won't be removing it.
The owner you assigned to that document — one named person, not a shared inbox. At 30 days their manager is copied, and at 7 days it escalates again. Documents with nobody assigned are shown as unassigned on the calendar rather than silently reminding no one, because that's the failure this is designed to remove.
No. It doesn't book the electrician, apply to SARS, pay your professional body, or send a notice of termination on your behalf. It tells the right person, early enough and often enough that renewing is still easy, and it stops asking once the replacement document is uploaded and sealed.
Where a renewal produces a new document, that document goes into the file next to the old one — the previous version stays exactly as it was sealed, so you can always show what was valid when.
Plenty don't. A B-BBEE affidavit prints the date it was sworn, not the date it stops counting; an electrical CoC prints an issue date and leaves you to know the two-year rule. Where the document type sets the clock, KuduDoc counts forward from the issue date it did find.
Where nothing on the page implies a date — a lease renewal window, a bespoke milestone, a warranty slip — you set it yourself, once, and assign an owner. That route works today.
The expiry and compliance calendar sits on the Business plan: R239/seat per month billed annually, or R299 month-to-month. Live today: storing and sealing documents on your shelves, and setting a date and an owner yourself.
Marked with an asterisk and in build: AI reading the expiry off the document, document-type rules, the 90/60/30/7 reminder schedule, WhatsApp delivery and auto-renewal clause detection. We mark them so you can plan around what exists. The pricing page sets out what each plan includes.