Vehicle Registration & Insurance Renewal Tracker

The problem this kills

Somewhere in your fleet there is a vehicle whose insurance lapses next month, and right now the only thing standing between you and an illegal vehicle on the road is a sticky note, a shared spreadsheet nobody updates, or a calendar reminder that got dismissed. Registration, insurance, road tax, safety and emissions inspections - each one has its own expiry date, its own renewal process, and its own person who is supposed to be watching it. When one slips through, you find out the worst way: a roadside stop, a fine, an audit, or a claim that gets denied because cover had expired.

The painful part is that this is not a hard problem - it is a tracking problem. The dates exist. The owners exist. What you are missing is one place that watches every date for every vehicle and pokes the right person before time runs out, with proof that someone actually reviewed and renewed it.

What you'll build

A small, private web app for your team that:

• Imports your vehicle documents from a spreadsheet or CSV - one row per document, per vehicle, with its expiry date and responsible owner.
• Stores the actual PDFs (insurance certificate, registration card, inspection pass) securely so the proof lives with the record.
• Computes days-to-expiry for every document, every day.
• Sends tiered alerts - a heads-up at 60 days, an urgent nudge at 30 days, and an overdue alarm once a date has passed - to the owner responsible for that document.
• Gives your fleet manager an approval gate: they review the upcoming-expiry alert, confirm the renewal was done, record the new expiry date, and only then does the document flip to Renewed / Current.
• Shows a compliance dashboard - green / amber / red across the whole fleet - and exports the current status as a clean CSV.

What's inside the Implementation Plan

The plan is a single file you paste into Claude Code (a free AI coding assistant). It walks the AI through building the whole tool step by step, and each step ends with a ready-to-copy prompt.

Crucially, the plan opens by interviewing you about your fleet - how many vehicles, which document types you actually track, what you call them, how your dates are formatted, who owns what, and the messy exceptions (leased vehicles, grace periods, off-road vehicles). It turns your answers into a short spec, reads it back to you for a thumbs-up, and only then starts building. You get a tool shaped around your fleet, not a generic template you have to bend to fit.

Inside you'll find: the discovery interview, the data model, secure login and per-organization data isolation, the import flow, PDF storage, the days-to-expiry engine, the tiered alert emails, the manager approval gate, the dashboard, and the CSV export - plus a "No API yet?" fallback so you can build the entire thing today straight from a spreadsheet.

The governance it includes (this is the point)

This is not just a reminder app - it is a compliance record you could show an auditor.

• Login so only your team can get in.
• Row-level security so each organization only ever sees its own vehicles and documents.
• A complete audit trail - who imported, who was alerted, who approved each renewal, and exactly when.
• A hard human-in-the-loop approval gate - the system flags an expiry and drafts the renewal action, but a real person reviews it and records the new expiry before any document is marked Current. The AI never silently changes a compliance status.
• Duplicate guards so the same vehicle-and-document-type can't be imported or processed twice.

Who it's for

Fleet managers, compliance coordinators, and facilities or operations people who are responsible for keeping a set of vehicles legal and on the road - whether that's five vans or a few hundred mixed assets. If you can keep a spreadsheet, you can build and run this.

You've got this - paste the first prompt and let the plan interview you about your fleet.