Document Expiry Tracking Software in Saudi Arabia – Never Miss a Renewal
Track every Iqama, passport, municipal licence, Salamah certificate, Istimara, insurance policy and contract in one register. AxoOne alerts the right person by email, app and SMS well before a document lapses, across all your branches and entities.
Every expiry date your business depends on, in one register
A Saudi business carries dozens of dated documents: residence permits and passports for expatriate staff, the municipal licence for each shop, Civil Defense safety certificates, vehicle registrations, health and motor insurance, leases, supplier contracts and professional accreditations. When one lapses, the result can be blocked government services, fines, a closed outlet or a vehicle that cannot leave the yard. Most companies discover the problem only after it has happened.
AxoOne Document Expiry Tracker is a focused tool for one job: knowing what expires, when, and who is responsible. Each document gets an owner, a scan, an expiry date in Hijri and Gregorian, and a reminder plan. Escalations go to a manager if nothing happens, and renewed documents replace the old copy while keeping the history. It works on its own or alongside AxoOne Employee Management and HRMS.
Who it’s for
- HR and government relations teams
- PRO and mu'aqqib coordinators
- Retail and restaurant chains
- Contracting and manpower companies
- Fleet and logistics operators
- Clinics with licensed practitioners
- Property and facility managers
- Holding groups with many CRs
- Admin and legal departments
Features at a glance
- Iqama expiry alerts
- Passport expiry tracking
- Exit re-entry visa validity
- CR annual confirmation dates
- Balady licence renewals
- Salamah certificate tracking
- Istimara and inspection dates
- Driving licence expiry
- Insurance policy renewals
- Lease and contract expiry
- Professional licence tracking
- Hijri and Gregorian dates
- Email, SMS and app alerts
- Escalation to managers
- Scanned copies per document
- Renewal cost tracking
- Branch and entity filters
- Excel and Muqeem import
Advanced features
Multi-stage reminders
Set alerts at 90, 60, 30 and 7 days, or any schedule, with different recipients at each stage.
Automatic escalation
If a renewal is not marked in progress, the alert moves to the department head or general manager.
Bulk import
Load employee Iqama and passport data from Muqeem exports or Excel and update hundreds of records in minutes.
Renewal workflow
Track each renewal from request to payment to new document, with notes, costs and the responsible staff member.
Fleet documents
Keep Istimara, periodic inspection, motor insurance and driver licence dates together for every vehicle and driver.
Multi-entity view
See documents for several CRs, branches and warehouses in one dashboard, filtered by city or company.
Built around Saudi documents and renewal cycles
AxoOne comes with ready document types for the Saudi market: Iqama and passport for expatriates, exit re-entry visas, national ID, driving licences, Istimara vehicle registration and periodic inspection, municipal licences issued through Balady, Civil Defense safety certificates through the Salamah platform, Chamber of Commerce membership, health and motor insurance, and Ejar or commercial lease contracts. Since the new Commercial Register Law took effect in 2025, CRs need an annual data confirmation instead of the old renewal, and AxoOne can remind you of that date too.
Renewals themselves are completed on government platforms such as Absher, Muqeem, Qiwa, Balady and Salamah. AxoOne does not replace those portals; it makes sure the right person starts each renewal on time, keeps proof of the new document, and gives management a clear view of what is due this month across Riyadh, Jeddah, Dammam and every other branch.
See the next 90 days at a glance
A renewal calendar shows every document due soon, grouped by branch and owner, so nothing is left to the last week.
How it works
Load your documents
Import employee, vehicle and company documents from Excel or Muqeem exports, or scan them in.
Assign owners
Give each document type a responsible person and a backup for every branch.
Set reminder rules
Choose how many days before expiry each alert is sent and who receives the escalation.
Renew and record
Upload the renewed document; the new expiry date and full history are saved automatically.
Employee Management Software
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Asset Tracking SoftwareFrequently asked questions
Can’t find your answer? Call +966 599 340 593 or see the full FAQ.
How can a company track Iqama expiry for all employees?
Import Iqama numbers and expiry dates from a Muqeem export or Excel into AxoOne. The system lists every Iqama by days remaining, sends reminders to HR and the employee's manager, and escalates if no renewal is started.
Which documents can I track besides Iqama and passports?
Any dated document: Balady municipal licences, Salamah safety certificates, CR annual confirmation, Istimara and inspection, driving licences, health and motor insurance, lease contracts, supplier agreements, professional licences and equipment certificates. You can also add your own document types.
Does the commercial registration still expire in Saudi Arabia?
Under the Commercial Register Law that took effect in 2025, the old CR renewal was replaced by an annual electronic confirmation of registry data. Missing it can lead to suspension, so AxoOne lets you track that confirmation date like any other deadline.
Does AxoOne renew documents automatically with the government?
No. Renewals are done by your team on official platforms such as Absher, Muqeem, Qiwa, Balady and Salamah. AxoOne tracks dates, reminds the responsible people, manages the renewal task and stores the new document.
Can reminders be sent by SMS and on mobile?
Yes. Alerts can go by email, SMS and push notification in the AxoOne mobile app, in Arabic or English, with different recipients for each reminder stage. A daily or weekly summary can also be sent to management.