Set it up once. It follows up from then on.
Add who you work with
People or businesses: type them in, upload a spreadsheet, or drop in the documents you already hold and UpToDocs sets them up for you. A name and an email is all it needs. Add a mobile number and you can text them too.
They upload their documents
Each one gets their own link by email, or by text when you send one. No login, no app. Insurance, licences, police checks, tickets: UpToDocs reads who it's for, the issuer, the number and the expiry date for you to confirm.
Reminders go out on their own
At 30, 14 and 7 days before expiry, they get an email reminder with their upload link. You can text them the link too. You're told when something actually lapses, plus a short summary every Monday.
See it read a certificate
Certificate of Currency
Public and Products Liability
- Insured
- Sample Carpentry Pty Ltd
- ABN
- 00 000 000 000
- Insurer
- Sample Insurance Limited
- Policy number
- SPL-0048213
- Period of cover
- 30 June 2026 to 30 June 2027
- Limit of liability
- $20,000,000 any one occurrence
- Who it's for
- Sample Carpentry Pty Ltd
- Issued by
- Sample Insurance Limited
- Number
- SPL-0048213
- Cover
- $20,000,000
- Expires
- 30 June 2027
- ABN
- Checked on ABN Lookup
- Meets your $20 million minimum cover
- Reminders set for 30, 14 and 7 days before 30 June 2027
A made-up certificate. A real one is usually read in a few seconds, and you confirm the details before anything is saved.
The documents your industry asks for.
UpToDocs has more than 60 Australian document types built in. You tick the ones your business needs, and it tracks each with an expiry date and a reminder. Some examples:
Construction and trades
- Public liability and workers comp
- Contract works insurance
- Builder, electrical and plumbing licences
- High risk work licence
- White card and working at heights
- Safe work method statement (SWMS)
- How builders and trades use UpToDocs
IT and professional services
- Professional indemnity
- Cyber insurance
- National police check
- Security clearance (AGSVA)
- Tax or BAS agent registration (TPB)
- Professional body membership and CPD record
- How professional services firms use UpToDocs
Health, aged care and disability
- AHPRA registration
- NDIS worker screening check
- National police check
- First aid (HLTAID011) and CPR (HLTAID009)
- Flu and hepatitis B vaccinations
- Professional indemnity
- How NDIS and care providers use UpToDocs
Childcare and education
- Working with children check
- Education and care first aid (HLTAID012)
- CPR (HLTAID009), redone yearly
- Teacher registration
- Child protection training
- How childcare and schools use UpToDocs
Security
- Security licence
- National police check
- First aid (HLTAID011) and CPR (HLTAID009)
- ASIC and MSIC security cards
- Visa or work rights (VEVO)
- How security companies use UpToDocs
Hospitality and events
- RSA (responsible service of alcohol)
- RCG (responsible conduct of gambling)
- Food safety supervisor certificate
- Food handler training
- Public liability
- How venues and events use UpToDocs
Transport and logistics
- Driver licence and vehicle registration
- Motor vehicle insurance
- Dangerous goods driver licence
- Heavy vehicle accreditation (NHVAS)
- Drug and alcohol test
- Fitness for work medical
- How transport businesses use UpToDocs
Sports clubs, fitness and aquatic
- Working with children check
- Coaching accreditation
- Sports trainer, first aid and CPR
- Child safe and concussion training
- Pool lifeguard and swim teacher
- How sports clubs use UpToDocs
Cleaning and property services
- Public liability and workers comp
- National police check
- Pest management licence
- Test and tag records (AS/NZS 3760)
- Working at heights (RIIWHS204E)
- How cleaning and property businesses use UpToDocs
Add any other document as your own type, with or without an expiry date. Set a minimum public liability cover, say $20M, and anything short is flagged. ABNs are checked on the government ABN Lookup, so a cancelled one shows up too.
Your documents are safe with us.
Encrypted
Every document is stored with AES-256 encryption and sent over HTTPS.
No passwords
You log in with a one-time link we email you.
Private links
Everyone you add gets their own upload link, and it expires.
Only you can see it
Your list and its documents are visible to your account only.
Safe files only
Documents must be PDF, JPG or PNG, and PDFs with scripts or attachments are refused. Excel and CSV lists are read as plain text, and spreadsheets with macros are refused.
Yours to keep
Download everything, any time.
Hosted in Australia: the app, database, documents and backups are on servers in Sydney, and emails are sent from Sydney. Reading the details off a document uses our OCR provider in the United States. See the privacy policy.
Why not a spreadsheet, or a bigger system?
Most businesses keep track with a spreadsheet, a basic tracker, or an enterprise portal built for large sites. Here's how they usually compare.
| What you need | A spreadsheet | A basic tracker | An enterprise portal | UpToDocs |
|---|---|---|---|---|
| Getting set up | You type every row | Usually typed in by you | Often an onboarding project | Drop in the documents or spreadsheet you already have |
| Expiry dates and policy numbers | You type them | Usually typed in by you | Often typed in by each contractor | Read off each document for you to confirm |
| ABN and minimum cover | You look them up | Varies | Usually included | ABNs checked on ABN Lookup, and cover below your minimum flagged |
| Cost to the people you add | None | Usually none | Sometimes a yearly fee to join | None, and no account or app needed |
| Following up | You send every email | Email reminders | Reminders that need a login | Email reminders at 30, 14 and 7 days, and texts when you send one |
| A free option | Free, but it costs your time | Varies | Rarely: usually a quote | Free for up to 5 people or businesses |
What's typical of each kind of tool. Individual products differ, so check what any tool you're comparing actually does.
Start free. Simple pricing.
Free
Free for good
- Up to 5 people or businesses
- Just you
- Automatic reminders and document requests
- Document reading and ABN checks
Starter
Billed monthly$690 billed yearly
- Up to 25 people or businesses
- You plus 3 office staff
- Automatic reminders and document requests
- Document reading and encrypted storage
- ABN checks and your own document types
- Weekly summary and audit export (CSV)
Pro
Billed monthly$1,790 billed yearly
- Up to 100 people or businesses
- You plus 5 office staff
- Everything in Starter
Unlimited
Billed monthly$3,490 billed yearly
- Unlimited people and businesses
- Unlimited office staff
- Everything in Pro
Prices in Australian dollars. No GST is charged. Every account starts with a 14-day trial of everything, then stays free for up to 5 people or businesses. Yearly plans get 2 months free. Cancel any time from your account.
For subbies: every client's requests in one place.
Uploading for a business on UpToDocs is always free. If you work for several, log in to see what each one is requesting, or keep your documents in a Wallet and send them once.
Subbie login
No password. We email you a login link.
- Every business that has you on UpToDocs
- What each one is requesting, and by when
- Upload straight from your phone
Wallet
Or $49 a year
- Keep each certificate and licence in one place
- Send them to the businesses you choose, renewals included
- Share links for anyone else, that expire and can be switched off
- Reminders before your own documents expire
- Download everything in one go
No GST is charged. Cancel the Wallet any time. Your documents stay yours, and businesses only get what you choose to send. Log in as a subbie
Before you sign up
Do the people I add need to create an account?
No. Each one gets a private upload link by email, or by text when you send one. They open it, take a photo or attach the PDF, and they're done. Anyone who works for several businesses can log in for free to see all their requests in one place.
What if it reads a date wrong?
Every document is shown for a quick confirm before it's saved, and you can correct any field. Nothing is guessed silently.
Can I track who's on each project, job or site?
Yes, if you want to. Add a project, tick who's on it, and see who's cleared for it. A project can ask for extra documents, such as contract works insurance or a client's security check, and flags cover that runs out before the project ends. Leave it alone if you run one project at a time.
Does it replace my invoicing or contracts software?
No, and it doesn't try to. UpToDocs does one job: keeping compliance documents current. It works alongside whatever you already use.
Is this insurance or legal advice?
No. UpToDocs tracks documents and dates. Check what your business should ask for with your insurer, broker, industry body or regulator.
Where is my data stored?
In Australia. UpToDocs runs on servers in Sydney, and every uploaded document is encrypted before it's stored. Emails are sent from Sydney too. When document reading is on, each upload is sent to our OCR provider in the United States to read its details. You can export everything at any time.
Free for up to 5 people or businesses.
Start with a 14-day trial of everything, then keep going free with up to 5 people or businesses. Add a few, send their upload links, and see how it runs. No card needed.