Platform · Document pipeline
The six-month clock.
Italian citizenship documents are valid for six months from the date of issue. A birth certificate issued on 1 January expires on 1 July. If your consulate appointment is on 15 July, that certificate is useless. You need to re-order it, re-apostille it, and re-translate it. Three separate processes, each with its own timeline and cost.
Now multiply that across every document in a case. A standard application has 8–12 documents. One rescheduling event can expire three or four of them at once.
The cascade
What a single rescheduling costs.
The consulate moves your client’s appointment by seven months. Four documents cross the six-month line. Each one needs to be replaced. The chain for each document:
| Step | Cost (UK avg) | Timeline |
|---|---|---|
| Re-order certified copy from vital records office | £20–40 | 2–8 weeks |
| Re-apostille via FCDO (UK) or Secretary of State (US) | £30–75 | 2–6 weeks |
| Re-translate (certified) | £40–80 | 3–10 days |
| Coordination time (your staff) | £30–60 | — |
| Per document total | \u00a3120\u2013255 | 4\u201314 weeks |
Four documents expire
\u00a3480\u20131,020 in direct costs per rescheduling incident. Plus the risk that the new documents expire again if the next appointment is also delayed. A firm handling 50 active cases can expect 10\u201315 rescheduling events per year.
UK vital records: GRO certified copy \u00a311. US varies by state (\u00a315\u201338). UK apostille: FCDO \u00a330 standard. US varies by state (\u00a35\u201326). Translation: market rates for certified EN\u2192IT, ATA-certified translators.
The system
How the pipeline prevents cascades.
Auto-computed expiry
When a document’s issue date is set, the system computes the expiry (issue date + 6 months) automatically. No manual calculation. No spreadsheet formula that might be wrong.
Three-tier alerts
At 90 days, 60 days, and 30 days before expiry, the system flags the document and sends an email to the client and the admin. The 30-day alert is marked as urgent. You see the problem before it becomes a cascade.
Per-consulate checklists
Each consular jurisdiction has different document requirements. The pipeline generates the correct checklist based on the case’s route and jurisdiction. London requires different supporting documents than Edinburgh. The checklist knows this.
Status per document
Pending → uploaded → under review → approved or rejected (with reason). Expiring soon. Expired. Every document has its own status. The client sees it. You see it. Nobody has to ask.
Encrypted, isolated storage
Each client’s documents are stored in an isolated path. Signed URLs with 5-minute expiry for every view. No permanent links. No shared folders. Passport scans don’t sit in a Google Drive alongside other clients’ files.
Daily operations
What your morning looks like with the pipeline.
You open the admin dashboard. Three documents uploaded overnight — clients in different time zones uploading when it’s convenient for them, not during your office hours. You review each one. Approve two. Reject one with a note: “This is a short-form certificate. Italian consulates require the full-form version with parents’ names.”
The rejected client sees the reason in their portal immediately. They don’t email asking why. They order the correct version.
The expiry dashboard shows two documents entering the 60-day window. The system already emailed the clients yesterday. You glance at it and move on. No spreadsheet to check. No calendar reminders to set.
If your documents are tracked in a spreadsheet, one rescheduling event will show you why that doesn’t scale.
Email us. We’ll show you what the document pipeline looks like configured for your consular jurisdictions.
info@corviado.com