Can you just watch the dates and tell us?

Yes. Some clients want the full service and others only want the monitoring, with the renewals handled internally.

Our access dropped and the work is stopped. How quickly can it be fixed?

It depends on what expired. A contribution record can be replaced the same day; a medical check depends on the appointment available.

How often do documents really need renewing?

It varies by document. Clearance certificates and insurance receipts are the ones that catch people out most often because their validity is shorter than people assume.

We use eGestiona for one client and another platform for another. Can you handle both?

Yes, and it is usually more efficient, because the underlying documents are prepared once and adapted to each platform's format.

Help with eGestiona: recurring documents, expiry dates and renewals

Documents that expire, and how fast

Not everything in the file has the same life. Knowing which documents are short lived is what separates a file that stays green from one that keeps falling over.

Tax and social security clearance certificates: the shortest lived of all, often only a few months.
Insurance receipt: the policy may run for a year, but the proof of payment covers a shorter period.
Monthly contribution records: by definition they are replaced every month.
Medical fitness certificates: usually annual, and specific to the job.
Vehicle roadworthiness tests and machinery maintenance: fixed dates that nobody remembers until the day they fail.
Training: does not expire by date in every case, but has to be renewed when the job or the risks change.

Why access drops without warning

A contractor can work for months without an incident and then be stopped on a Monday morning. Nothing was done wrong: a date simply passed. The platform recalculates the status on its own and the client sees a file that is no longer compliant.

The damage is rarely the paperwork. It is the day of work lost, the team sent home and the conversation with a client who now has doubts about everything else in the file.

Renewing before the date, not after

The practical difference between a file that works and one that keeps breaking is a few days of margin. A clearance certificate requested a week before the old one lapses costs the same as one requested in a panic, but it does not stop anyone from working.

The same applies to medical checks and roadworthiness tests: the appointment date is set by whoever issues them, so the only variable you control is when you ask.

How EntraObra can help

We keep a calendar of every dated document in your file and renew each one before it lapses, rather than reacting once the status has already changed. New workers, new vehicles and new sites get added as they come, and rejections are corrected from the reviewer's comment.

EntraObra is not eGestiona and does not act on its behalf, and we are not an external prevention service. Documents that must be issued by an accredited body, an insurer or the tax administration we request and follow up with them. Validation remains the client's decision.