Solution guide
Certificate of insurance tracking that keeps up with renewals
A COI is only useful while it is current. VendorReadyHQ records the certificate, the expiry date and who reviewed it, then tells you well before the date passes.
What usually goes wrong
- COIs are collected at onboarding and never checked again.
- Renewal certificates arrive but are never matched to the original request.
- No single view shows which vendors are covered right now.
What VendorReadyHQ does about it
Request, receive, review
Raise a document request, send the vendor a secure upload link, then approve or reject the file with a note recorded on the timeline.
Expiry forecast
A 90-day forecast and a compliance calendar show what lapses next, so renewals are planned instead of discovered.
Readiness scoring
Each vendor gets a readiness score from your own requirements, and the portfolio view ranks who needs attention first.
Full audit trail
Every request, upload, review and waiver is logged with who did it and when.
Documents teams commonly track
- Certificate of insurance
- Additional insured endorsement
- Waiver of subrogation
- Policy renewal certificates
Frequently asked questions
- Can vendors upload documents themselves?
- Yes. Each request generates a secure, expiring upload link. The vendor does not need an account and only ever sees their own request.
- What happens when a certificate expires?
- The vendor's readiness state changes, the item appears in the action centre, and the vendor is included in the next reminder digest and automated follow-up.
- Can we waive a requirement for a specific vendor?
- Yes. A documented waiver with a reason can be recorded, and it is shown in reports rather than hidden.
See where you actually stand
The free assessment takes two minutes and needs no account, or upload your vendor CSV for a scored health check.