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Organizing Documents with Expiry Tracking

Platform Tutorials · 4 min read

The Documents module provides secure cloud storage for all property-related files with automatic expiry tracking and renewal alerts. Never miss an insurance renewal or safety certificate deadline again.

Accessing Documents

From the sidebar, click Documents

Uploading Documents

Step 1: Click "Upload Document"

Select the file from your computer (PDF, JPG, PNG, DOC, XLS supported, max 10MB per file)

Step 2: Set Document Details

  • Document Type — Select from dropdown (Tenancy Agreement, Insurance Policy, Gas Certificate, EPC, Title Deed, Mortgage Agreement, etc.)
  • Link to Property — Associate with specific property (or leave as portfolio-level)
  • Link to Entity — Associate with personal or SPV entity
  • Expiry Date — Set when document expires (triggers alerts)
  • Notes — Optional notes for context

Document Categories

Organize documents by type:

  • Tenancy Agreements — ASTs, lease extensions, break clauses
  • Safety Certificates — Gas safety, EICR, EPC, fire risk assessments
  • Insurance — Buildings insurance, landlord liability, rent guarantee
  • Ownership — Title deeds, purchase contracts, land registry docs
  • Financing — Mortgage offers, redemption statements, loan agreements
  • Tax & Legal — Tax filings, SPV incorporation docs, compliance certificates

Expiry Tracking & Alerts

For documents with expiry dates (insurance, certificates), 1st Numbers sends email alerts:

  • 30 days before expiry
  • 7 days before expiry
  • On expiry date

The Documents dashboard shows a traffic light system:

  • 🟢 Green — Valid for >30 days
  • 🟠 Amber — Expiring in 7-30 days
  • 🔴 Red — Expired or expiring within 7 days

Searching & Filtering

Use the search bar and filters to find documents quickly:

  • Filter by property
  • Filter by document type
  • Filter by entity
  • Search by filename or notes

Downloading & Sharing

Click any document to:

  • Download — Save to your device
  • View — Open in browser
  • Delete — Remove from vault
  • Update — Replace with newer version (e.g., renewed insurance policy)

Security & Privacy

All documents are:

  • Encrypted in transit and at rest
  • Stored on secure AWS infrastructure
  • Only accessible to your account
  • Not shared with third parties
  • Backed up daily

Best Practices

  • Upload documents as soon as you receive them — don't wait for renewal time
  • Set accurate expiry dates to get timely alerts
  • Use consistent naming (e.g., "Property A - Gas Safety 2025")
  • Keep both current and historical versions for audit trail
  • Review the Documents dashboard monthly to stay on top of renewals

Common Use Cases

Lender Requests: When refinancing, lenders often ask for insurance docs, EPCs, and tenancy agreements. Download all in one click.

Tax Filings: Store mortgage statements, purchase invoices, and improvement receipts for easy access at tax time.

Compliance Audits: If local council or HSE requests safety certificates, retrieve instantly.

Property Sales: Provide buyers with complete document pack during due diligence.