Compliance Document Tracking
Tracking for insurance certificates, licenses and W-9 forms that reads each one as it arrives and warns the office before it expires.
Expiry dates live in one person's head
Subcontractors and vendors send an insurance certificate once, and nobody looks at it again until a claim or an audit. Licenses lapse quietly, and a missing W-9 turns up at tax time. The system reads each certificate, license and form as it arrives. It records the holder, the coverage and the expiry date in one list and alerts the office ahead of each expiry. It drafts the reminder to the vendor, and a person sends it. Unclear documents go to a review list.
What's included
- 01
Certificate reading
holder, coverage type, limits and expiry date read from each insurance certificate.
- 02
License tracking
contractor, trade and professional licenses recorded with their expiry dates.
- 03
W-9 collection
vendors with no W-9 on file listed before their first payment is due.
- 04
One tracking list
every vendor, subcontractor and employee document in one place, current or not.
- 05
Expiry alerts
staff warned ahead of each expiry, on the lead time set.
- 06
Reminder drafts
a message to the vendor, written for a person to review and send.
- 07
Gap report
vendors with a missing, expired or incomplete document listed for the office each week.
- 08
Person sends reminders
nothing goes to a vendor unless a person sends it, and staff hold the off switch.
How it works
- 01
Document review
A list of the documents required from each vendor and type of work, and what makes each one acceptable.
- 02
Setup
The tracking list and the reading rules are built, and the mailbox or folder where documents arrive is connected.
- 03
Supervised pilot
The system tracks live documents alongside the current process, and a person checks each entry until the list matches the records.
- 04
Launch and support
It goes live on the client's sign-off, with the list monitored, rules adjusted and a monthly report.
Industries
Industries served
Home Services & Trades
Calls, estimates, dispatch, paperwork and invoicing for roofing, HVAC, plumbing, electrical and field service companies.
Construction & Contracting
Contract checks, progress billing, job costing and document control for general contractors and specialty subcontractors.
Property Management
Maintenance requests, rent collection and tenant communication for property managers.
Frequently asked questions
Does it decide whether a certificate is acceptable?
It compares the coverage and dates with the requirements set and flags any gap. A person decides whether a certificate is acceptable, and that decision is recorded alongside the certificate.
Can it track documents received before launch?
Yes. Existing certificates and licenses load as one batch, and the client's team approves the list before any alerts begin. Gaps then appear as a report to work through, vendor by vendor.
Will it contact subcontractors by itself?
No. The system drafts the reminder, and a person at the office reviews and sends it. Vendors hear from the business's own address, in wording the team has approved, and nothing goes out on its own.
Where do the documents and the list live?
In the client's own accounts. The certificates stay in the client's storage. The tracking list sits in a sheet or database under the client's control. Access is limited to named people, and every entry is recorded.