Replace an expiring certificate

When to replace

PropFlow gives you a 30-day warning. When an obligation is within 30 days of its deadline, it shows as amber (Due Soon) on:

• The compliance dashboard (/compliance)
• The "Due Soon" stat card on your dashboard
• The "Upcoming Deadlines" list on your dashboard (within 7 days)
• Reminder emails at 30, 14, 7 days out

That's your prompt to book the renewal with your engineer / assessor. Once you have the new certificate in hand, upload it — even if it's before the old one's expiry. Replacing early is fine; the new deadline starts running from the new certificate's expiry date.

How to replace

1. Open the property and click the Compliance tab.
2. Find the obligation that's about to expire (it'll be amber).
3. Click Upload (the action is the same button as for a first upload — PropFlow figures out it's a replacement because the obligation already has a document).
4. Pick the new PDF / image. Same file requirements as first upload: PDF / JPEG / PNG / WebP, max 20 MB.
5. Confirm the extracted dates (or fill them in if extraction failed).
6. Click Save.

What happens behind the scenes

When you save the new certificate:

• The new document is uploaded and linked to the obligation as the current certificate.
• The old document is preserved — PropFlow sets previous_document_id on the new record, so the obligation's certificate history is a complete chain. Old certificates are not deleted.
• The obligation's deadline updates to the new expiry date.
• The reminders_sent counter resets to 0 — so you'll get the standard renewal cycle of reminders (30 / 14 / 7 days out, then day-of, then overdue) based on the new deadline.
• The status flips back to green.
• An audit-log row records the replacement with your identity, the timestamp, and a reference to both the old and new documents.

Viewing the certificate history

From the property's Compliance tab, click into an obligation to see:

• The current certificate (with download link)
• Every previous certificate that's covered this obligation — earliest to most recent
• Who uploaded each one and when

This matters for evidence. If a tenant raises a complaint years later about Gas Safety at a property, you can prove exactly what was on file at the time — which engineer signed off, which expiry date applied, and who uploaded it to PropFlow.

What you cannot do

• Delete the certificate history. Old certificates stay on the chain. This is deliberate — it's what makes the audit trail defensible.
• Replace a certificate with no expiry change. If you upload an identical-date certificate, the obligation stays green but the chain still records the new upload. PropFlow doesn't dedupe — every upload is its own event.

Common gotchas

• Uploading to the wrong obligation. If you upload your new EICR by mistake to the Gas Safety obligation, you'll see the dates clearly mismatch the renewal period. Re-upload to the correct obligation; the wrong upload stays on the wrong obligation's history but you can manually correct via support.
• Not checking the extracted dates. OCR is good but not perfect. A wrong extracted date means a wrong deadline. Always glance at the dates before saving.
• Forgetting to upload after booking the renewal. Booking the engineer doesn't update PropFlow — uploading the resulting certificate does. The obligation stays amber until you upload.

Next steps

• The compliance dashboard explained — for context on the colours and renewal periods.
• Upload your first compliance certificate — for the first-time-upload flow on a fresh obligation.