Deadline extraction
and reminder system
Incoming correspondence is read automatically for time-sensitive requirements. Every identified deadline is flagged for a member of staff to confirm before any reminder is created. Nothing is silent.
What you get
A safety net under your correspondence handling.
- Automatic identification of deadlines — absolute dates, relative periods, and statutory timeframes
- Sender classified on every document: HMRC, regulatory, legal, client, or other
- Every deadline flagged for human review — original sentence, resolved date, and confidence level presented
- No reminder created without explicit confirmation from a member of staff
- Confirmed deadlines entered into your CRM task system and reminder schedule immediately
- Escalating reminder cadences calibrated to sender — HMRC filing: 28, 14, 7, 3, and 1 day before
- Unacknowledged HMRC and regulatory reminders escalated to a senior contact within 48 hours
- Expired deadlines flagged immediately — no reminders created for dates already passed
- Fully on-premises — correspondence never leaves your network
How it works
Three-pass extraction. One human decision.
Each document processed through the pipeline is analysed for deadlines using three independent methods: pattern matching against the document text, resolution of relative date language using the document's own date, and LLM extraction that runs on every non-marketing document — not as a fallback, but as a mandatory third pass.
Results from all three methods are merged. The LLM output takes precedence for classification and context; the other passes confirm or extend it. Each identified deadline carries the original sentence it was extracted from, the resolved date, the sender classification, and a confidence level.
A review notification is sent for each deadline. A member of staff sees the source sentence, the resolved date, and three options: confirm, edit, or dismiss. No deadline enters the reminder system without that confirmation. Once confirmed, your CRM creates a task and the reminder sequence activates.
Reminder cadences
HMRC — filing
28, 14, 7, 3, and 1 day before deadline.
Unacknowledged reminders escalated to senior contact within 48 hours.
HMRC — appeal
21, 14, 7, 3, and 1 day before deadline.
Unacknowledged reminders escalated to senior contact within 48 hours.
HMRC — response or payment
14, 7, 3, and 1 day before deadline.
Unacknowledged reminders escalated to senior contact within 48 hours.
Regulatory and legal
14, 7, 3, and 1 day before deadline.
Unacknowledged reminders escalated within 48 hours.
Client
7 and 1 day before deadline.
Payment deadlines: 14, 7, and 1 day.
Other
7 and 1 day before deadline.
Cadences are configurable per sender category.
Suited to
Accountancy practices, legal firms, and any professional services business handling correspondence from HMRC, Companies House, the FCA, or courts.
Ready to talk?