AGENT-RUN BACK OFFICE — COMPLIANCE & FILING
Licences and filings lapse because nobody owns the deadline.
Nothing on the compliance list takes long on its own, which is exactly why it slides — there is always something more urgent than a renewal that is not due yet. The real cost is not the filing. It is the fortnight of chasing that comes before it.
Free · 20 minutes · no commitment
WHO THIS IS FOR
Businesses where the filing gets done on the deadline, by whichever person happens to be least busy that afternoon.
THE PROBLEM
The failure is lumpy as well. Nothing happens for months and then it all matters at once: an audit, an incident, a customer asking for proof before they release work. The cost of being caught short is never proportional to the cost of having stayed current.
WHAT IT LOOKS LIKE
Records
Licences, certificates and filings
STAFF FILES, EQUIPMENT LOGS AND COMPANY RECORDS · CHECKED MONDAY 6:00 AM
Current
146
In date, for 24 staff, 11 pieces of equipment and the company, kept in one place.
RECORDS AGENT · MON 6:00 AM
Due in the next 60 days
5
Each one already with the person who has to act on it.
Lapsed
1
Since Sept 30A first aid certificate. The course is booked for October 8.
Lapsed and coming up, by date
Standard first aid · Maria
Lapsed September 30, first raised August 31 · course booked October 8; until then, first aid cover is the site lead’s call
LapsedWSIB clearance · the plaza job
The general contractor’s copy expires October 14 · new certificate on file, cover note drafted for you to send
Oct 14Working at Heights · Dev
Expires October 16 · refresher dates sent to Dev and the site lead, who decides whether he works at height after that
Oct 16Scissor lift 2 · annual inspection
Due October 22 · last year’s report and the unit’s hours sent to Ray, who books it
Oct 22HST return · July to September
Due October 31 · sales and expense figures assembled for your accountant, who files it
With your accountantLiability insurance
Renews November 30 · the renewal pack is ready for your signature
Sign by Nov 6
Insurance renewal pack
Done: Last year’s application copied forward
Done: Revenue and staff count updated
From the year-end statements your accountant sent.
Done: Equipment list updated
11 units, 2 added this year.
Done: Claims history attached
Not done: Your signature
Then it goes to your broker.
It surfaces what is expiring and puts the paperwork in front of whoever signs. It never decides whether someone is qualified to do a job.
What you get.
- A live view of what is current, what is expiring, and what has already lapsed.
- The paperwork assembled and put in front of the person who has to sign it.
- Staff and asset records kept in one place, not three drawers and an inbox.
- Reminders that arrive early enough to be useful, not on the deadline.
How it works.
Priced against the scope, after a Diagnostic that is small on purpose. The shape of the work we can tell you now.
- THE SHAPE
- Ongoing, with a standing calendar. What is expiring is surfaced early enough to act on, not on the day.
- WHAT WE NEED FROM YOU
- The records you already hold, however disorganised, and a person authorised to sign.
- WHAT YOU KEEP
- A current, exportable record set — which is also the first thing an acquirer, an auditor or an insurer asks to see.
What this does not include.
Published because you should know before the call, not after the invoice.
- Clearing anyone as qualified to do a job. We surface what is expiring; a qualified person makes that call.
- Legal or tax advice. We prepare and track; your accountant and your lawyer advise.
- Filing on your behalf where the regulator requires the operator's own attestation.
QUESTIONS
Is this the same as our compliance consultant?
No, and it does not replace one. A consultant tells you what the rules require. This keeps the paperwork those rules generate current, which is the part that actually eats the week.
We are behind. Is that a problem?
It is the normal starting position and it is the reason people call. The first pass is reconstruction — finding what exists, naming what is missing — and that reconstruction is its own deliverable even if you stop there.
MORE UNDER AGENT-RUN BACK OFFICE
WHERE THIS APPLIES
The industries whose page names Agent-Run Back Office as one of the places we would start. Each one is written for that trade, with its own numbers.
Bring us one bad week.
Book a pilot call. Tell us where the week goes wrong, and we’ll tell you what an Operations Diagnostic would map and measure.
The first paid step has a clear scope and an end date, and the pilot after it is one workflow — not a platform, and not an open-ended retainer.
Free · 20 minutes · no commitment