Parse Documents -> Extract Dates -> Cross-Check Register -> Build Calendar -> Set Reminders

Regulatory Renewal and Return Watcher

The agent reads the actual license and consent PDFs, pulls out every renewal date and statutory return buried in the conditions, and builds one consolidated due-date calendar with reminders. Each entry links back to the source document and the clause it came from. Instead of trusting a hand-kept register, the stewardship team sees every deadline and where it is written.

The Problem

The license renewed on a date nobody had written down. The reminder came from the regulator.

A consent condition buried on page nine says a return is due 60 days after each anniversary. It was never copied into the compliance register, so it lives only in the PDF. The one person who knew about it left last year. The first reminder the team gets is a notice from the regulator, and now the clock is short and the paperwork is not ready.

What Changes

Get every deadline out of the PDFs and onto one calendar.

The agent parses each license and consent document, extracts renewal dates, statutory returns, and conditional deadlines, and cross-checks them against the compliance register to catch what is missing. It builds one calendar with reminders set at sensible lead times, and every entry carries a link to the source document and clause. The team reviews the extracted dates and confirms them before they go live.

Humans stay in control: the agent extracts and proposes the dates, and your regulatory lead confirms each one before it drives a reminder.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERNew or Updated DocumentA new license or consent is added, or a weekly scan finds a changed file.

APIParse License and Consent PDFsRuns OCR and text extraction over each document with page and clause references.

LLMExtract Dates and ConditionsPulls out renewal dates, statutory returns, and conditional deadlines with clauses.

DECISIONMatch in Register?

LLMBuild Calendar EntriesTurns each deadline into an event with a lead-time reminder and a source link.

ACTIONCreate Reminders and LinksSends the proposed dates to the team to confirm before they drive reminders.

The agent does not file returns or renew licenses. Your regulatory lead does. The agent removes the manual reading of every PDF and the chance that a deadline lives only in someone's memory.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your Document StoreLicenses, consents, register

The AgentWorkflow engine + LLM

Your Team CalendarDeadlines and reminders

WHAT YOUR TEAM PROVIDES ONCE

License and consent documents - the PDFs that hold the real conditions
The compliance register - what the team currently tracks
Renewal dates - when each license or consent expires
Statutory returns - the periodic filings each consent requires
Reminder lead times - how far ahead the team wants each warning

What happens day-to-day: the calendar quietly holds every deadline with a reminder ahead of it. When a new license is added or an old one changes, the team gets a short list of new dates to confirm, each linked to the clause it came from.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

License and consent documents (PDF in SharePoint or a document store)

The existing compliance register (Excel or a GRC tool)

Reminder lead-time preferences per deadline type

WORKFLOW ENGINE (N8N)

New document or scheduled scan

Fetch and parse the PDFs

Extract dates and conditions

Read the compliance register

Flag dates missing from register

Build entries with lead times

Create reminders with source links

CONNECTS TO

Document store (SharePoint / Google Drive / DMS)Read: license and consent PDFs. Write: none

Compliance register (Excel / GRC tool such as Enablon)Read: tracked deadlines. Write: proposed additions

Calendar (Microsoft 365 / Google Calendar)Read: none. Write: deadline events and reminders

Notification (Email / Microsoft Teams)Read: none. Write: new-date confirmations to the team

WITHOUT PMS API

Without API access, the team uploads the PDFs to a folder and exports the register, and the agent returns a dated list to load into the calendar by hand.

WITH PMS API

With API access to the document store and calendar, the agent parses new PDFs as they land, proposes dates, and writes confirmed reminders straight to the team calendar with source links. Nothing retyped. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1

Trigger - fires on a new document

Watch the document folder or run a weekly scan for new or changed files.

Output: A signal with the new or changed document paths.

APINode 2

Document Parse - read the PDFs

Run OCR and text extraction over each license and consent PDF.

Output: Full text with page and clause references.

LLMNode 3

LLM - extract dates and build entries

Send the extracted text to the model and parse the JSON list of deadlines.

Output: Deadlines with type, due rule, clause, and a reminder lead time.

You are a regulatory compliance analyst. Read the extracted text of a license or consent document and list every deadline it creates. Input: {document_text}. For each deadline give the type (renewal, statutory return, or conditional), the due rule (a fixed date or a rule such as 60 days after each anniversary), the clause reference, and a suggested reminder lead time in days. Respond ONLY with valid JSON. No explanation.

INPUT

{"document_id":"CTO-2024-118","document_text":"Clause 9.2: A quarterly emissions return shall be submitted within 60 days of each anniversary of grant. The consent expires on 31 March 2028 unless renewed."}

OUTPUT

{"document_id":"CTO-2024-118","deadlines":[{"type":"statutory return","rule":"within 60 days of each grant anniversary","clause":"9.2","reminder_lead_days":30},{"type":"renewal","rule":"fixed date 2028-03-31","clause":"expiry","reminder_lead_days":90}]}

APINode 4

Read - load the compliance register

Pull the current register so extracted dates can be cross-checked.

Output: The list of already-tracked deadlines.

DECISIONNode 5

IF - keep dates not already tracked

Compare each extracted deadline to the register and keep the ones missing from it.

Output: The proposed new dates for the team to confirm.

ACTIONNode 6

Create Calendar Reminders - write confirmed events

On confirmation, write each event to the calendar with its reminder and a source link.

Output: Calendar events and reminders tied back to their clause.

MVP vs Advanced — Where To Start

MVP — START HERE

Collect the current license and consent PDFs into one folder.
Export the compliance register so the agent can cross-check it.
Build the parse and text-extraction step in n8n.
Add the LLM node with the extraction prompt and test it on two or three known documents.
Review the extracted dates by hand and confirm the ones that are right.
Load the confirmed dates and reminders into the team calendar.

ADVANCED — ADD LATER

=+ Parse new documents automatically as they land in the store.
=+ Write confirmed reminders straight to the calendar over the API.
=+ Flag any register entry with no matching source document.
=+ Re-parse a document when it is superseded and retire the old dates.
=+ Add an owner and an escalation path to each deadline.
=+ Keep a source link and clause quote on every entry for audit.

Full Video Walkthrough Coming Soon

A short walkthrough of how the agent reads license PDFs and turns their deadlines into a reminder calendar.

Everything on this page is free to learn.

When you're ready to build — do it yourself or bring us in.

Book a call to scope this

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Frequently asked questions

Regulatory Renewal and Return Watcher is an AI agent that reads your license documents and builds the due-date calendar, so nothing lapses.

The license renewed on a date nobody had written down. The reminder came from the regulator. The Regulatory Renewal and Return Watcher addresses this: reads your license documents and builds the due-date calendar, so nothing lapses.

No. Your team stays in control. The agent does not file returns or renew licenses. Your regulatory lead does. The agent removes the manual reading of every PDF and the chance that a deadline lives only in someone's memory.

This is 2 of 3 agents in Regulatory & Product Stewardship. → · Explore all 15 departments →