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The deadlines now chase themselves.

A disability services provider was carrying its entire compliance obligation load in one person's head and inbox. Mid-audit, with a regulator asking questions. We built the layer that tracks it instead.

  • NDIS provider
  • Compliance
  • Built in under two weeks
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Example: reminder emails the register sends on its own as each due date gets closer, with a Monday round-up. Nobody has to send them by hand.

The core of it

Six chances to catch an obligation before it bites.

Every obligation in the register runs the same cadence. Real triggers only: nothing sends unless something actually needs a human.

The problem

Miss one and it isn't an inconvenience. It's a finding.

NDIS providers carry a long tail of obligations: registration renewals, insurance, policy reviews, worker screening, information requests from the Commission. Every one of them arrived as an email, and every one of them was tracked by remembering it.

Before: the Commission's information request arrives in a busy inbox and gets buried. After: it is logged in the register, beside every other obligation and how long is left.
The inboxBefore
Invoice: support coordinationMar 4
Roster change for next weekMar 4
NDIS Commission: information requestMar 5
Re: staff training datesMar 6
Fwd: insurance renewal noticeMar 6

The one that mattered is now four hundred emails down.

The registerAfter
Commission information requestLogged
Registration renewal60 days
Public liability insurance30 days
Worker screening review7 days
Policy review cycleScheduled
Reminders send themselves. Nobody has to remember.

What we built

Four pieces, all built in their own accounts.

Everything sits in their OneDrive, their Microsoft 365, their n8n and their Claude workspace. No licence, no subscription to us, nothing that stops working if they never speak to us again.

01. The register

An obligations register that chases its own deadlines.

Every obligation, owner, due date and evidence location in one place, sitting in their own OneDrive. An automation reads it and emails on the six-point cadence above. Recurring cycles roll themselves forward, so a quarterly obligation never needs re-entering.

n8nExcel OnlineOneDrive1,000-row capacity
Example register: each obligation has an owner, a due date and where its evidence lives. When a quarterly review is done, it rolls itself forward to next quarter.

02. The watcher

A regulator inbox watcher with an evidence log.

Email from a watched regulator address gets flagged high-importance the moment it lands, an alert goes out, and the message is written into an evidence log automatically. During an audit, proving when something arrived and when it was actioned is half the battle.

OutlookAuto-flaggingTimestamped log
Example: an email from a watched regulator address lands, is flagged high importance, an alert goes out, and it is written into the evidence log with the time it arrived.

03. The dashboard

A status view that updates itself.

What's overdue, what's coming, what's still missing a date. Built on live formulas rather than static values, so it tracks every edit the team makes instead of quietly going stale and becoming another thing to maintain.

Live formulasRecurring cyclesNext-5 ranking
Example status view: overdue, the next five due, and anything missing a date. When someone adds a date to the fire safety check, it moves into the next five on its own.

04. The assistants

Four AI assistants that work by code, not by name.

Draft a shift note, keep the register current, decode and reply to a regulator request, or ask "are we audit ready?" against live data. Participants are referred to by code, never by name. If a real name is supplied, the assistant asks for a code instead. Every output is a draft for human review, and none of them can send anything anywhere.

ClaudeDe-identified by designDraft-only outputsAccount-wide safety rule
Example: someone asks the shift note assistant for a note and types a name. The assistant asks for the participant's code instead, then drafts the note for a person to review. It cannot send anything.

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Two things went in that nobody asked for.

The dashboard, and a safety net. If an automation fails it retries on its own. If it still fails, it emails us, not the client. They hear it from someone who already knows and has a fix, instead of finding out when a deadline quietly goes past. That's standard on everything we build, not an upsell.

How it was delivered

Fixed price, hard deadline, everything handed over.

Client
An NDIS-registered disability services provider, Australia
Problem
Compliance obligations, regulator correspondence and audit evidence all tracked manually, mid-audit
Built
Obligations register with a six-point reminder cadence, regulator inbox watcher with evidence log, live status dashboard, four AI assistants, and an error handler that escalates to the builder
Stack
n8n, Claude, Microsoft 365, Excel Online, OneDrive
Constraint
Mid-audit. Nothing could touch participant records or the existing comms book
Commercials
Fixed price agreed up front, split deposit and balance on handover. No variations
Handover
Written runbook, screenshots, four Loom walkthroughs, an AI use policy drafted for the board, and a documented off-switch for every automation
Ownership
Built in their accounts under their credentials from day one. No licence, no lock-in

Is your compliance load living in someone's head?

That's exactly the kind of risk this removes. Start with a free 30-minute call, no obligation. If it's worth building, you get one fixed price in writing up front, and we hand over everything at the end.

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