Personal admin · Documents · Automation
Life Admin
A calm place to remember every subscription, bill, renewal and deadline.
Life Admin is a personal administration system for everything you would normally have to remember, review and keep track of yourself. Bills, receipts, contracts, renewals, purchases, warranties and payments stop being scattered across emails, PDFs and notes. The system extracts the information from the documents you already receive, organizes your obligations, works out what comes next, keeps the status of every payment and alerts you when something needs your attention. You provide the documents; Life Admin takes care of turning them into an organized administrative life.
Private product · deployed on Base44 · not publicly launched
- 22
- Data entities
- 12
- Backend functions
- 939
- Automated tests
- ES · EN
- Product languages
Product screenshots with fictional data.
The problem
Personal admin doesn't fail for lack of discipline. It fails because it lives scattered.
A subscription renews on its own. A bill falls due while the PDF sits in your inbox. A purchase loses its return window. A plan includes perks nobody activates. None of it lives in the same place, and all of it depends on remembering.
Invoice as PDF
due in 3 days
Renewal email
“your plan renews tomorrow”
Free trial
ends in 5 days
Purchase receipt
14 days to return
Mental note
“did I pay the gym?”
- Renewals nobody decided
- Payments you can't confirm
- Return windows missed
One structured obligation
Unconfirmed- Type
- Subscription · monthly
- Amount
- €12.99
- Next renewal
- 7 Sep · tomorrow
- Payment state
- Unconfirmed
Derived from the document. One question pending.
The system was designed around that flow: receive, structure, derive and ask only what is essential.
What it centralises
One obligation, and everything derived from it.
Life Admin is not a list of expenses. Each obligation is the centre of a small system: what is stored, what is computed and what is asked are kept apart on purpose.
Frozen terms
Every price or schedule change creates a revision with an effective date. The past is never rewritten.
Derived cycles
Upcoming charges and renewals are computed from the anchor date; occurrences are never stored.
Payments with evidence
A payment exists when there is user confirmation, a receipt, a marked invoice or a proof. Never by absence.
Obligation
Subscription or invoice · category · amount · dates · source
Design rule: what is derived is recomputed; what is confirmed is stored with its evidence.
Answers per cycle
“Is it paid?” is answered cycle by cycle; the answer settles only that charge.
Detected purchase
If the document is a receipt or an order, a purchase is born with its return and warranty windows.
Plan benefits
What is already included in what you pay, researched on the provider's official pages.
Read-only assistant
Answers with figures computed by the app from your data. It changes nothing.
The core workflow
From a document to a living obligation.
The product's most representative journey: what happens between dropping a PDF and seeing the charge in your agenda.
Document
PDF, image or text · up to 15 MBInvoices, receipts, contracts or screenshots. The file is validated and stored privately; only you can open it.
Extraction
JSON schema · “never invent”A model reads the document against a closed schema: title, category, amounts, dates with their meaning and whether it proves a payment. Anything unclear is flagged as uncertain.
Review
Uncertain fields highlightedThe proposal is shown editable. The system asks a single question when needed: is this invoice paid?
Record
Obligation · purchaseSaved as a subscription or an invoice. If the document describes a purchase, the purchase is created on its own.
Derivation
Nothing to writeUpcoming charges, recurring history and monthly cost are computed instantly from the anchor date and the recurrence.
Follow-up
Evidence · revisionsA recorded payment confirms that cycle. A price change creates a dated revision. Agenda and history adjust themselves.
One question, several states.
Reproduces Life Admin's real payment-state logic: the answer to one question changes the cycle, the agenda and the history.
Electricity bill · August
Green Energy · Due 9 Sep
€84.30
Is this invoice paid?
No evidence and no answer. The system assumes nothing.
- Upcoming
- Stays in Upcoming · 9 Sep
- History
- Expected
“Paid”, “pending”, “overdue” and “unconfirmed” are the product's own states. The absence of a payment never counts as evidence.
Automation
What the system does on its own.
No magic cron jobs and no notifications that promise and never arrive: concrete automations, each with its rule.
- 01
A payment is recorded
RuleIt is reconciled with the nearest scheduled cycle
System actionMarks only that cycle as paid and stores the evidence
ResultThe charge leaves Upcoming and appears confirmed in History
- 02
An imported document is a receipt or an order
RuleThe classifier recognises goods or a one-off service
System actionCreates the purchase and looks up the seller's official policy
ResultReturn and warranty windows computed with effective-dated legal rules
- 03
A subscription is saved
RuleThe provider is identifiable
System actionStarts the plan-benefits research in the background
ResultA shared catalogue of perks verified on official sources
- 04
A subscription's price changes
RuleEvery edit is a revision with an effective date
System actionFreezes the previous term and creates the new one
ResultPast history is unchanged; the future uses the new amount
- 05
You enable Privacy Autopilot
RuleOnly with explicit consent and minimal data
System actionSearches known sources for exposures, prepares the request and sends it where the process is automated
ResultRemoval cases with a state and periodic re-checks
What it doesn't do yet
Life Admin sends no email reminders or push notifications: alerts live inside the app. The product says so itself in Settings.
The product
Real surfaces, fictional data.
Screenshots of the product as it is used. The data belongs to a demo account.
Dashboard
Your month in one figure, the upcoming charges and what could cost you money: pending bills and trials about to end.
Import a document
The entry point of the flow: drop a file, review the proposal and confirm. Nothing is saved until you approve.
Purchase with a protection timeline
Purchase, delivery, end of return window and end of warranty on one timeline, with the applicable rule and its official source.
Upcoming
Everything scheduled in chronological order, derived from each obligation; a confirmed cycle stops appearing.
Privacy with consent
Privacy Autopilot starts with an explicit authorisation and the minimal identifiers.
Ask Life Admin
Natural-language questions about your data. It only reads; it never changes anything.
Base44 and product
Base44 as infrastructure. The product and its logic, designed around the process.
Choosing a platform doesn't limit the product: it speeds it up. Life Admin uses Base44 for what a platform does well and concentrates the engineering work where the value is.
- Platform
Base44
- Authentication with email, one-time code and Google
- Entities with owner-scoped access rules
- Private files with signed URLs
- Backend functions on Deno
- Language model with file reading and search
- Email sending, hosting and deployment from GitHub
- Product engineering
Designed around the flow
- A 22-entity data model and its write rules
- Recurrence engine and frozen revisions
- Payment-truth rules and a server-validated payment ledger
- Extraction normalisation and uncertain fields
- Effective-dated legal rules for returns and warranties
- Deterministic privacy matching and data minimisation
- Interface, i18n and 939 automated tests
- Result
Life Admin
- A personal system that structures, derives and asks only what is essential
Base44 didn't write the product; nor was everything built from scratch. The platform provides the infrastructure; the model, the flow and the logic are our own design.
Architecture
Few parts, well separated.
What sits underneath, without turning it into a résumé.
- Frontend
React 18 + Vite
Tailwind and Radix components; TanStack Query for data; react-router; date-fns for all date arithmetic.
- Data
22 entities on Base44
Owner-scoped access; terms and payments are written only from the backend. Derived values are never persisted.
- Backend
12 Deno functions
Payment recording, obligation revisions, extraction, purchase enrichment, benefits, privacy, assistant and attachments.
- AI
Schema-bound LLM
Extraction and queries go through a closed JSON schema with validation on client and server; the assistant only reads.
- Quality
939 tests
63 Vitest files: recurrence, payment ledger, history, extraction, purchase rules, privacy and i18n invariants.
- Delivery
Base44 + GitHub
Automatic deployment from the repository; local environment with a development backend.
- React 18
- Vite
- Tailwind CSS
- Radix UI
- TanStack Query
- date-fns
- Base44 SDK
- Deno
- Base44 LLM
- Vitest
Next step
If your operation lives between spreadsheets, messages and manual tasks, the problem may not be the team. The system may be missing.
We design software around how your business actually works: the record, its states, what is derived and what needs to be asked.
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