Compliance document tracking
Stop getting caught by an expired COI or a missing SDS.
Certificates of insurance, safety data sheets and ISO certificates expire quietly. We track every one, flag what's missing or about to lapse, and email vendors for updated paperwork before it becomes a problem.
Example: a freight carrier's lapsed insurance
What comes in
- Vendor
- Delta Freight
- Document
- Certificate of insurance
- Status
- Expired 12 days ago
- Open invoice
- #9102, $6,410.00
What your team seesSample data
- Found the COI on file and read the expiration date
- Needs a look: Certificate expired 12 days ago
- Emailed Delta Freight asking for an updated certificate
- Held invoice #9102 until the new certificate arrives
Your AP lead is notified. When the new certificate comes in, it is checked and filed, and the invoice goes back for approval.
Names and numbers in this example are made up for illustration.
How it works
Collect what you already have
We gather your existing certificates and data sheets from email, folders and spreadsheets, and read the key details from each one.
Build one list with every date
Each document is logged with its vendor, type, coverage or product, and expiration date, in one place you can see.
Watch for gaps and expirations
Missing documents, upcoming expirations and coverage below your requirements are flagged ahead of time.
Chase vendors and file the replies
Vendors get a polite email asking for the updated document, using wording your team approved. When it arrives it is read, checked and filed.
Paperwork that expires on its own schedule
Every vendor and subcontractor you work with comes with paperwork: certificates of insurance with expiration dates and coverage limits, safety data sheets for every chemical on site, ISO and material certifications your own customers ask to see. Most shops track them in a spreadsheet, a shared folder, or someone's memory.
The trouble starts when one lapses. A carrier's insurance expires and a load goes out uncovered. A customer audit asks for a supplier's current ISO certificate and nobody can find it. The SDS on file is three revisions old. Each one is a small chore that becomes a big problem when it's found late.
Chasing vendors for updated documents is exactly the kind of work that gets pushed to tomorrow.
Documents we track
- Certificates of insurance (COIs) for vendors, carriers and subcontractors
- Safety data sheets (SDS)
- ISO 9001 and other quality certificates
- Material certifications and certificates of conformance
- W-9s and vendor setup forms
Common questions
Which documents can you track?
Anything with a vendor and a date on it. The most common are certificates of insurance, safety data sheets, ISO and quality certificates, material certs and W-9s.
Does this take care of our compliance obligations?
It keeps your documents current and organized, so you can answer an auditor or customer quickly. It doesn't replace your own compliance program or legal advice.
Who emails the vendors?
Emails go out from an address you choose, using wording your team approves. You can review each one before it is sent, or approve the template once.
What if a vendor sends the wrong document?
It's read and checked when it arrives. If it's the wrong type, still expired, or the coverage is short, it's flagged and the vendor gets a follow-up.
How long is the pilot?
2 to 3 weeks, usually starting with one document type, such as vendor COIs.
More we take off your plate
Book your free workflow audit.
30 minutes, no cost. We'll find where your team's hours go and tell you honestly whether automation pays off, even if the answer is no.