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Compliance Certificate Dispatch

Example prompt: "When I drop a signed gas safety, EICR, or PAT certificate PDF into our 'Certificates Issued' Drive folder, look up the property in our Google Sheet, draft an email to the customer, landlord, and letting agent with the certificate attached, log the issue date and expiry, and add a renewal reminder to my calendar a month before it lapses."

The Problem

A gas safety certificate or an EICR is not done when the work is done. It needs to reach the homeowner, the landlord, and often the letting agent, get filed where we can find it next year, and trigger the reminder that prevents us all forgetting until the tenant complains. Doing that by hand for every cert means cutting and pasting addresses, attaching the PDF three times, writing the same covering note, and making a calendar entry we will forget to check. When we are busy it slips, and a year later we are explaining to a landlord why their cert lapsed.

How GloriaMundo Solves It

We build a workflow that watches a Google Drive folder for a freshly signed certificate PDF. An LLM step reads the filename to identify the property and certificate type. An integration step looks up the property in our compliance sheet to find every party who should receive a copy. Another LLM step drafts a covering email with a plain-English summary of the result. Integration steps draft the emails in Gmail with the certificate attached, log the dispatch in our sheet, and create a renewal reminder in Google Calendar one month before the type-specific expiry — twelve months for a gas safety certificate, sixty for a landlord EICR, twelve for PAT, looked up from a renewal-offsets sheet so the right interval applies to each certificate type. A conditional step routes any fail or category 1 issue into our urgent remedials Slack channel for follow-up. Glass Box preview shows us every email and calendar entry before anything is sent.

Example Workflow Steps

  1. Trigger (integration): A new PDF lands in the 'Certificates Issued' Google Drive folder.
  2. Step 1 (llm): Parse the filename to identify the certificate type and the property address.
  3. Step 2 (integration): Look up the property in the 'Properties' tab of the compliance Google Sheet to find the homeowner, landlord, and letting agent contacts.
  4. Step 3 (integration): Look up the certificate-type renewal offset in the 'Renewal Offsets' tab (gas safety 12 months, landlord EICR 60 months, PAT 12 months, boiler service 12 months, and so on).
  5. Step 4 (llm): Read the certificate metadata, write a one-line plain-English summary of the result, and compute the expiry date from the explicit value on the certificate or, failing that, the type-specific offset.
  6. Step 5 (conditional): If neither an explicit expiry nor a matching offset row is available, set expiry to 'unknown' and renewal_offset to 'fallback/none', flag the certificate for manual review, and post an alert in #compliance-issues asking for a decision — emails and audit row still run, but the calendar reminder is skipped.
  7. Step 6 (integration): Draft a Gmail email to each contact with the certificate attached (and 'expiry: unknown' noted where applicable), leaving every email as a draft.
  8. Step 7 (integration): Always append a row to the 'Certificates Issued' tab logging property, type, issue date, expiry (or 'unknown'), renewal offset used, and recipients — runs on every branch.
  9. Step 8 (integration): Create a Google Calendar event one month before the computed expiry date titled 'Renewal due: [type] at [address]' — skip this step when expiry is 'unknown'.
  10. Step 9 (conditional): If the certificate flagged a fail or category 1 remedials, post in #urgent-remedials on Slack; otherwise post a one-line confirmation in #compliance-issued.

Integrations Used

  • Google Drive — the folder we drop signed certificates into
  • Google Sheets — the property register with homeowner, landlord, and letting agent contacts
  • Gmail — drafts the dispatch emails with the certificate attached
  • Google Calendar — holds the renewal reminders so nothing lapses
  • Slack — separates urgent remedials from routine dispatches

Who This Is For

Gas Safe registered engineers, NICEIC and NAPIT contractors, and small electrical and plumbing firms that work for landlords or letting agents, who issue dozens of certificates a month and need every copy to reach the right party and every renewal to come back next year without somebody remembering to put it in the diary.

Time & Cost Saved

Dispatching a certificate by hand — looking up the contacts, drafting three emails, attaching the PDF, logging the row, setting a calendar reminder — takes about ten minutes per job done well, or two minutes done poorly with the calendar entry skipped. For a firm doing twenty certs a month that is two to three hours of admin and a meaningful number of missed renewals. This workflow turns it into a one-minute review of the drafts and a confident audit trail. The bigger saving is the renewal that comes back next year because the calendar reminder fired on time.