The business is a real client of Stewart Systems in the Illawarra; the name is withheld at their request. The numbers are from the register as built.
The business
A design and landscaping studio with a small crew, subcontractors on most jobs, a handful of vehicles and plant, and a founder who was also the office. Paperwork lived in the founder's inbox, a partner's inbox, a shared Drive folder and a filing box. Nobody could say what lapsed next month.
What the Snapshot found
Thirty-one dated items across six groups: eight business items (registrations, licences, policies), five insurances, six subcontractor document sets, four crew tickets, three plant and vehicle items, and five contracts with option or review dates. One item had already expired (a vehicle registration), which nobody knew. Nothing else was due within 90 days, which is unusual and mostly luck.
What was built
A compliance register in the studio's own Google Workspace: one sheet per group, one row per item, a document copy beside each row, and a script that emails the office at 90, 60 and 30 days and again on the day. A short Google Form the crew uses from the ute to add a renewed ticket with a photo. A one-page walkthrough. The whole thing took a day to build and an hour to hand over; the founder now spends about ten minutes a month on it.
What changed
The expired registration was fixed the same week. Subcontractor certificates now arrive through the form before a job starts, not after a principal asks. The register became the evidence pack for a head contractor's prequalification questionnaire, answered in an afternoon instead of a week. And the founder stopped being the person who remembers.
What it cost
A fixed Register price, agreed in writing after the free Snapshot. Get a price for your business →
Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.