For corporate services firms · Riyadh
A document controller that reads
two calendars
A corporate services firm in Riyadh keeps dozens of client companies compliant across several government portals, and no single portal shows a company its own full picture. So the full picture lived in the staff's memory. We built the controller that holds it instead.
Built as a working demo · Automation · AI · Document controller · Renewal radar · Names and numbers kept private
For a corporate services firm in Riyadh, Digital Pratik built a Telegram document controller and the command center behind it. A team member photographs a registration, a licence or an ID into the chat. The reader understands Saudi documents, converts a Hijri expiry into the Gregorian date and shows both before anything is filed. Each company gets an eight-folder spine, and a catalogue of document types drives a renewal radar that parses expiry dates straight from the filenames. Typed instructions handle renames, moves, receipts and phone numbers, each with a confirm step. Built and run as a working demo, on the same pattern as the deployed Dubai controller.
The exposure lived in the staff's heads
Corporate compliance in Saudi Arabia is split across portals: commercial registration in one place, licences in another, labour and social insurance in a third, tax in a fourth. Each one knows its own dates. None of them shows a firm the whole picture for one client, and many of those dates are printed in the Hijri calendar while the renewal work is planned in the Gregorian one.
So the firm's real exposure, which company expires when and what is missing, lived in a few experienced heads and a spreadsheet that was always a little behind. A missed renewal is a fine and a frozen company, and the only early warning was someone remembering. That is the bottleneck this build clears: not more staff, a system that reads the dates and keeps the watch.
The whole book, on one screen
Both dates, always
The Hijri expiry and the Gregorian date sit side by side on every read, so nobody converts by hand and nobody gets it wrong.
The radar never forgets
Every expiry is read from the file itself, so the watch is as current as the last filing, not the last time someone updated a sheet.
From the bot to the file
A filing receipt deep-links straight into that client's folder on the command center, and any document type exports in one tap.
A filing spine, a reader and a radar
- A reader that knows both calendars. The bot reads the document type, the company name and the expiry, converts a Hijri date to Gregorian, and prints both on a "here is what I read" card. Nothing is filed until a human confirms it, fixes the date, or fixes the name.
- Eight folders per company. Registration, licence, partners, articles, lease, labour and social insurance, tax, and the rest. Every document lands in its drawer under a name the radar can read. A new company is checked against existing names first, so a near-duplicate is caught before a folder is created.
- A renewal radar driven by a catalogue. A catalogue of document types says which ones expire and how early to warn. The radar parses the real expiry out of every filename and sorts the whole book into overdue, due now, coming up and later, live from the files themselves.
- Typed operations and receipts. Rename a folder, move a document, change an expiry, save a phone number for the reminder, or generate a typing-fee receipt, all by typing a plain sentence. Each one shows what it is about to do and waits for a yes. Deletes go to the trash, never to nowhere.
The system, in your hands
The same mockup we use on the projects page. Step through the command center, then tap what the team taps in the bot. Names inside are invented.
Questions founders ask about this build
The reader is built for Saudi documents. When it reads an expiry printed in the Hijri calendar it converts it to the Gregorian date and shows both on the confirmation card, so the team sees the printed date and the planning date together. If the conversion looks wrong, one tap on "fix date" corrects it before anything is filed.
Every client company gets the same eight folders: commercial registration, investment licence, partners, articles of association, lease, labour and social insurance, tax, and others. Because every company has the same spine, the team always knows where a document lives and the radar always knows where to look.
Because it was built ahead of a Saudi engagement, on the same pattern as the controller that is deployed for a Dubai business setup firm. Everything on this page runs: the reader, the spine, the radar, the receipts and the command center. What it does not have yet is a client's live book behind it.
Yes, by typing a plain instruction. The bot reads the intent, shows exactly what it is about to do, and waits for a confirm. Deletes go to the trash, where they can be recovered for a month, and the bot can only ever touch the firm's own folder, never anything outside it.
The whole picture. It reads the document store live, shows an executive overview with the renewal radar and the windows, lists what needs attention soonest, and shows the bot's latest filings as a feed. A filing receipt in the bot deep-links into that client's files, and any number on the document breakdown exports the exact files behind it.
Your compliance, watched by a system
If your firm keeps other companies compliant and the expiry dates live in your team's memory, this is the controller that takes the watch. Bring one client's document set to a call and I will show you what the radar would say.