Stop chasing subcontractors for expired certificates the day you need to dispatch a job
Coordinator manually tracks expiration dates in a spreadsheet, sends renewal emails by hand, checks a shared Drive folder when dispatch asks for a vendor, discovers expired or non-compliant certificates after assignment, and spends hours chasing vendors and updating the tracker.
Vendor tracker shows current dispatch status with renewal emails sent 45 days early, incoming certificates matched and validated against site requirements, mismatches flagged, and valid files archived with source links. Dispatch confirms paperwork is ready before assigning the job.
Expired certificates discovered the day you need to dispatch
A dispatcher asks for a vendor.
Expired or non-compliant certificates discovered after dispatch assignment forces job reroutes and vendor follow-up calls.
Coordinator sends renewal emails by hand, monitors replies in a shared inbox, and updates the spreadsheet after each attachment arrives.
Policy limits, entity names, and additional insured wording are not validated against site requirements until after dispatch tries to assign the vendor.
Vendor paperwork ready before dispatch asks for it
Agent identifies vendors expiring in the next 45 days and sends renewal requests with the exact document names and policy limits needed.
Agent matches attachments to vendor records by sender, vendor name, policy number, and trade. Extracts expiration date, insured entity, coverage limits, and additional insured wording. Flags mismatches such as wrong entity name, missing additional insured text, expired dates, or limits below requirement.
Agent renames valid COI, W-9, and license files and archives them into the vendor's Google Drive folder. Updates the tracker with current status, source links, expiration date, and next follow-up date.
Agent flags vendors still blocked for dispatch and posts exceptions to your Slack channel so the team knows which vendors need follow-up before assignment.
This agent reads your vendor tracker each morning, sends renewal emails 45 days before expiration, matches incoming attachments to the correct vendor, extracts and validates coverage details, flags mismatches, archives valid files into each vendor's Google Drive folder, and updates the tracker with current status and source links. Dispatch confirms paperwork is current and compliant before assigning the job.
How the agent keeps vendor paperwork current
The agent runs each morning, reads your vendor tracker, monitors your shared inbox, validates incoming certificates, and updates dispatch status in real time.
Agent scans your Google Sheets vendor tracker each morning and finds all documents expiring in the next 45 days. Pulls vendor contact information, required policy limits, and trade classification.
Agent sends renewal requests to the correct vendor contact, including the exact document names needed (COI, W-9, license), policy limits required, and any additional insured wording or coverage types.
Agent monitors your shared email inbox for replies, matches attachments to the correct vendor using sender address, vendor name in the email, policy number, and trade classification.
Agent extracts expiration date, insured entity name, coverage limits, additional insured text, and document type from each attachment. Compares against the vendor requirement table and flags mismatches.
Agent renames valid files with a consistent naming convention, archives them into the vendor's Google Drive folder, and updates your tracker with current status, source links, expiration date, and next follow-up date.
Agent identifies vendors still blocked for dispatch due to missing or invalid documents and posts a summary to your Slack channel so the team knows which vendors need follow-up.
Vendor tracker spreadsheet +
Google Sheets with vendor name, trade, region, policy expiration date, required coverage limits, and current dispatch status.
Incoming vendor emails +
Shared email inbox where vendors reply with certificate of insurance, W-9, and license file attachments.
PDF certificates and documents +
Certificate of insurance, W-9 forms, and license files attached to vendor emails or stored in Google Drive.
Vendor contact information +
Email addresses, phone numbers, and trade classification for each subcontractor.
Identify vendors expiring in next 45 days +
Agent scans vendor tracker each morning and filters for documents expiring within 45 days.
Send renewal emails with exact requirements +
Agent composes and sends renewal requests with document names, policy limits, and additional insured wording needed.
Match incoming attachments to vendor records +
Agent uses sender address, vendor name, policy number, and trade to match email attachments to the correct vendor in the tracker.
Extract certificate details from PDFs +
Agent reads expiration date, insured entity name, coverage limits, additional insured text, and document type from each attachment.
Validate against site requirements +
Agent compares extracted details against the vendor requirement table and flags mismatches such as wrong entity name, missing additional insured wording, expired dates, or limits below requirement.
Rename and archive valid files +
Agent renames valid documents with a consistent naming convention and archives them into the vendor's Google Drive folder.
Update tracker with current status +
Agent updates the vendor tracker with current expiration date, source links, dispatch status, and next follow-up date.
Updated vendor tracker +
Google Sheets with current expiration dates, dispatch status, source links, and next follow-up dates for each vendor.
Organized Google Drive folders +
Per-vendor folders with renamed and validated COI, W-9, and license files, organized by document type and expiration date.
Renewal follow-up emails +
Automated emails to vendors requesting missing or invalid documents, with exact requirements and deadlines.
Slack exception list +
Daily or on-demand summary of vendors blocked for dispatch due to missing, expired, or non-compliant documents.
Is this for you?
- + Multi-location facilities companies - Teams managing subcontractors across multiple sites who need consistent vendor compliance tracking and dispatch-readiness confirmation.
- + Dispatch and operations coordinators - Staff responsible for confirming vendor paperwork is current before assignment and managing vendor follow-up for missing or expired documents.
- + Compliance and vendor managers - Roles that track certificate of insurance, W-9, and license expirations and enforce policy limit requirements across the vendor base.
- + Teams using Google Sheets and Gmail - Organizations with vendor trackers in Google Sheets, shared email inboxes for vendor communication, and Google Drive for document storage.
- - Single-vendor or ad-hoc subcontracting - If you work with one or two vendors occasionally, manual tracking in a spreadsheet or email folder may be sufficient.
- - Vendors with fully automated compliance platforms - If your subcontractors use a dedicated vendor compliance platform that auto-renews and uploads certificates, this agent adds redundant work.
- - Teams without Google Sheets or Gmail - This agent reads Google Sheets and monitors Gmail inboxes. If your vendor tracker and email are in a different system, integration work is required.
Scoped build plus usage-based runs
Pricing covers the initial setup of your vendor tracker schema, email monitoring rules, certificate extraction logic, and Slack integration, plus monthly runs of the renewal workflow. Additional runs or vendor count scaling may adjust usage costs.
- Setup includes mapping your vendor tracker columns, configuring the shared inbox, and defining policy limit requirements and mismatch rules.
- Monthly runs cover daily or weekly agent execution to monitor expirations, send renewals, validate incoming certificates, and update dispatch status.
- Certificate extraction uses text-based PDF reading with vision-based fallback for scanned or image-heavy documents.
- Slack notifications and Google Drive folder organization are included in the base build.
When should we start renewal emails if a certificate expires in 60 days?
The agent sends renewal requests 45 days before expiration, giving vendors two weeks to respond and you time to follow up if the first request goes unanswered. If a certificate expires in 60 days, the agent sends the renewal email in about 15 days. This timing prevents last-minute scrambles and gives dispatch confidence that paperwork will be current before the job is assigned.
What happens if a vendor sends a certificate with the wrong insured entity name?
The agent extracts the insured entity name from the PDF and compares it against your vendor requirement table. If the name does not match—for example, the certificate is issued to a parent company instead of the subcontractor—the agent flags it as a mismatch and posts the exception to Slack so your team can ask the vendor for a corrected certificate before dispatch assigns the job.
Can the agent handle scanned or image-heavy certificates?
Yes. The agent starts with text-based PDF extraction for clean, digital certificates. If a certificate is scanned or image-heavy, the agent falls back to vision-based reading to extract expiration dates, coverage limits, and entity names. This ensures you can accept certificates in any format vendors send.
How does the agent know which vendor sent a certificate if the email comes from a shared inbox or forwarded address?
The agent uses multiple signals to match attachments to the correct vendor: the sender's email address, the vendor name mentioned in the email body, the policy number on the certificate, and the trade classification. If the sender address is ambiguous, the agent compares the extracted policy number and insured entity name against your vendor tracker to confirm the match before updating dispatch status.
What if a vendor's policy limits are below the site requirement?
The agent extracts the coverage limits from the certificate and compares them against your vendor requirement table. If the limits are below the minimum—for example, general liability is $500K but your site requires $1M—the agent flags the mismatch and posts it to Slack. Your team can then ask the vendor to increase coverage or assign a different vendor to the job.
Does the agent update the vendor tracker automatically, or do we have to review changes first?
The agent updates the tracker automatically after validating each certificate. It adds the current expiration date, source links to the archived files in Google Drive, dispatch status, and the next follow-up date. Your team can review the updated tracker each morning and use the source links to spot-check any certificates before dispatch assigns the vendor.
Can we use this agent if our vendor tracker is in Airtable instead of Google Sheets?
Yes. Google Sheets is the primary setup, but Airtable can replace it with minimal integration work. The agent reads your vendor requirement table, identifies expirations, and updates dispatch status the same way. Talk to our team about your Airtable schema and we can configure the agent to read and write to your base.
What should we do if a vendor never responds to renewal emails?
The agent tracks follow-up dates in your vendor tracker and posts a Slack exception listing vendors still blocked for dispatch. Your team can then decide whether to send a second renewal email, call the vendor directly, or assign a different subcontractor to the job. The agent does not automatically escalate or override dispatch status—your team stays in control of the final decision.
Keep vendor paperwork current before dispatch needs it
Talk to our team about your vendor tracker schema, email inbox setup, and policy limit requirements. We'll build the renewal workflow and show you how to confirm dispatch-ready status in your tracker.