App to track property certificates and STL compliance — would you use it?

[Richard3757]

Quick question for fellow hosts — how do you keep track of your certificates and compliance stuff?

I'm building a small app to get it from post-its and desk drawers to digitally organised and would love to know if it solves a problem for anyone else or is it just me lol

You photograph your certificates and insurance documents, AI reads them and logs the expiry dates and it reminds you before anything lapses. It will also store the STL number and count that 90 day new rule but i'm not part of that yet.

That's basically it.

Does this sound useful or have you already got it sorted with another app or something i just cant find anything so specific.

cheers guys

[Elisa]

Hi @Richard3757 😊,

Thank you for asking this interesting question here.

Are you also hosting at the moment? 

I’m tagging a few hosts to see if they have ideas about helping you out with this: @David13337, @Ryan4241, @Alex14140, @Melinda438, @Shady2 and @Lamberto-and-Enrica0.

Thank you in advance, everyone!

[Richard3757]

Hi @Elisa , that is so very kind of you to take the time to do that! I have properties in the uk and cape verde so always thinking about how to make my lack of organisation easier and fibally decided to try something myself. 

LIke i have mentioned to the others I would love to send you a demo so you can see what it woudl be like. Its quite an advanced demo but I have no doubt you guys ideas and feedback would highlight any flaws or sterngths or missing stats that woudl be useful etc. 

It would be very much appreciated and costs nothing but a quick look at yor phone. But your feedback is more than valuable! 

Kind Regards
Richard

[Ryan4241]

Sounds like a great idea @Richard3757 we just have them on file in our client folders. But being reminded us great !!

[Richard3757]

Hi Ryan, thank you very much for your reply. It certainly does that by e-mail sms and in app but it would also do a lot more. Is it possible I could se3nd you a demo of it to open on your phone to see what you think? Like Shady below any feedback is fantastic be negative or positive and i can try fix it all. 
Further down the line perhaps elisa and the team she tagged could become more involved I havent thought quite that far ahead yet lol 

Thjanks Again Ryan

[Shady2]

Hi @Richard3757 ☺️,

This actually sounds quite useful, especially for hosts managing multiple properties or working with teams. Keeping track of certificates, insurance documents, and compliance deadlines can easily become messy when everything is stored in email, folders, or paper documents.

The idea of simply photographing documents and having AI extract the expiry dates and send reminders would definitely simplify things. It could help prevent missed renewals, which is a common issue for hosts.

It might be even more valuable if it could also track other operational items such as maintenance schedules, safety inspections, or licensing requirements, depending on the location.

Overall, it solves a real problem. I think many hosts, especially property managers or those scaling their listings, would find something like this helpful.

Best of luck with building it!
Shady *
Airbnb Superhost Ambassador

*[Sensitive information removed in line with the Community Center Guidelines]

[Richard3757]

Hi Shady, thank you so much in responding so kindly to my post i really appreciate it! I am actually almost complete a demo that is HTML but opens on your phone and you can see the idea and click the pages etc. If i were to send it to you would you perhaps give me some feedback on it? It has wuite a lot of metrics some visible some not on the demo but you will get a good idea. 
Ihave stared at it so much i cant see the woods for the tress at the minute. 
And for any help going forwrad and the app becoming a reality I will certainly remember to work something out with you guys who help!

Thjanks Again Shady and the others helping on this post! 

[Helen3]

You mention that your a host @Richard3757 but your profile shows you as a new guest ? 

[Richard3757]

Hi Helen, I'm not sure where it sdaysd that I will check but I am a host rather than a guest. 

[Helen3]

[Lamberto-and-Enrica0]

Hi @Richard3757 😊

I think you’re definitely not alone — keeping track of compliance and documents can get messy very quickly, especially when you have multiple deadlines (insurance, registrations, local requirements, etc.).

What I’ve seen is that many hosts still manage this with a mix of folders, notes and calendar reminders, which works… until something changes or gets forgotten.

Your idea sounds useful, especially the part about tracking expiry dates automatically and having everything in one place. That’s probably where most of the stress comes from.

One thing that might make it even more valuable is adapting it to local requirements, because in some countries (like Italy) hosts deal with several different systems and registrations at the same time, not just one certificate.

If you can simplify that complexity, I think a lot of hosts would find it helpful.