Solution guide
Vendor insurance tracking software for busy operations teams
Spreadsheets tell you what a vendor sent you once. They do not tell you what expired last Tuesday. VendorReadyHQ keeps every certificate, licence and endorsement you require in one register and flags the ones that need chasing.
What usually goes wrong
- Certificates arrive by email and live in someone's inbox.
- Nobody notices an expiry until a vendor is already on site.
- The renewal chase is manual, so it slips whenever the week gets busy.
What VendorReadyHQ does about it
Every vendor, every document type you require, with received and expiry dates recorded against the vendor record.
Documents are shown as current, expiring soon, expired or missing using the lead time your team sets — not a fixed rule.
Scheduled email digests to the people you nominate, plus automated follow-ups to vendors with a cooldown so nobody gets spammed.
Send a vendor a secure link. They upload the certificate directly against the request. No login, no attachments lost in a thread.
Documents teams commonly track
- Certificate of insurance (COI)
- General liability
- Workers' compensation
- Auto liability
- Umbrella / excess liability
- W-9 and trade licences
Frequently asked questions
- Does VendorReadyHQ verify insurance coverage?
- No. VendorReadyHQ organises and monitors the documents and dates you record. It does not determine legal compliance, verify coverage or provide legal, insurance or risk advice.
- Can I import an existing vendor spreadsheet?
- Yes. The free health check reads a CSV export and reports missing documents, expiring dates, incomplete records and duplicates before you create an account.
- How are expiry warnings timed?
- Each requirement has its own reminder lead time, set by your workspace. Change it once and every vendor follows the new window.
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.