For US franchisors and facilities-services firms
Know which vendors are actually covered. Every week, without chasing anyone.
A managed service for certificates of insurance. Vendors’ COIs arrive at a dedicated inbox, are checked against your requirements by a deterministic rules engine, and deficient vendors are chased automatically with their insurance producer on copy. You get a weekly compliance summary and a short queue of true exceptions.
Free. No contract, no sales call. Deficiency report within 7 business days.
The problem
A certificate on file is not coverage.
- An ACORD 25 says on its face that it is issued as a matter of information only and confers no rights on the certificate holder. The coverage lives in the policy and its endorsements.
- A certificate can show the additional-insured box ticked while the policy carries no endorsement that names you.
- Policies expire on rolling dates across hundreds of vendors. A spreadsheet only knows what someone last typed into it.
- Chasing is manual: an email to a vendor, who forwards it to a producer, who replies to someone else.
The cost of leaving it
When a vendor’s coverage fails, the claim looks for the next policy.
If a vendor’s worker is injured on a site, or a vendor damages a location, and their policy has lapsed, excludes the work, or doesn’t name you as additional insured, the claim moves toward the next policy in line: yours, or your franchisee’s. That means your deductible, your loss history and your renewal. Separately, the checking itself costs hours every week that nobody budgeted for.
Hours spent checking and chasing, in your numbers
Starting values are examples. Replace them with yours.
How it works
Four steps, run every day, reported every week.
- 01
Certificates arrive at one address
You and your vendors send certificates and endorsement pages to a dedicated email alias for your account. Nothing to install, no vendor portal to log into.
- 02
Extracted, endorsements included
Each document is parsed: insurers, policy numbers, limits, effective and expiration dates, named insured, holder, and the endorsement forms behind the certificate. Anything that doesn’t extract cleanly goes to a person, never into a guess.
- 03
Deterministic rules decide pass or fail
Your requirement matrix becomes explicit rules: limits per coverage line, required endorsements, which entities must be named. The same certificate always gets the same verdict, and every verdict names the exact rule it failed. No AI model sits in the pass/fail decision.
- 04
Chase, queue, report
Deficient vendors get an automatic email listing exactly what is missing, with their issuing producer on copy, and reminders until it is fixed. Edge cases go to a human review queue. Every week you get a summary: compliant, deficient, expiring in the next 30 days, and what changed.
The difference
We read past the ACORD 25.
Most certificate tracking stops at the certificate. We verify the endorsement forms that actually create the coverage your contracts require.
- Additional insured
- Is there an endorsement, such as an ISO CG 20 10 or CG 20 37 or the carrier’s equivalent, and does it actually name your entity, or use blanket wording your contract satisfies?
- Waiver of subrogation
- Is the waiver endorsed onto the policy, such as a CG 24 04, rather than only typed into the certificate’s description box?
- Primary and non-contributory
- Where your contracts require it, is the wording on the policy or only on the certificate?
| Rule | Check | Required | Found | Result |
|---|---|---|---|---|
| GL-01 | General liability, each occurrence | $1,000,000 | $1,000,000 | Pass |
| GL-02 | General liability, aggregate | $2,000,000 | $2,000,000 | Pass |
| AU-01 | Auto liability, combined single limit | $1,000,000 | $500,000 | Fail |
| AI-02 | Additional insured endorsement naming holder | Endorsement on policy | Box ticked on certificate, no endorsement | Fail |
| WS-01 | Waiver of subrogation | Endorsement on policy | Endorsement attached | Pass |
| EX-01 | Days until earliest expiration | ≥ 30 | 12 | Expiring |
What you get
What runs for you, every week.
- A dedicated intake alias for certificates and endorsements
- Your requirement matrix encoded as explicit rules, by vendor type or location
- Automatic chase emails with the issuing producer on copy
- A human review queue for true exceptions
- A weekly compliance summary, including policies expiring in the next 30 days
- An audit trail: every verdict, the rule behind it, and the document page that decided it
- Vendor compliance status exportable at any time
How to start
Prove it on your own certificates first.
- Step 2
30-day paid pilot
$750
The full service on a slice of your vendor base for 30 days: intake, rules, chasing, queue and weekly summaries. The $750 is credited against your first year if you continue.
- Step 3
Managed plan
Monthly, based on vendor count
The service across your whole vendor base. Quoted in writing after the audit, based on how many vendors you track.
Who builds and runs it
Senior engineers who build systems that check before they act.
Deterministic gates
Pass/fail is decided by written rules, never by a model. We run the same pattern on our own outbound systems, where nothing is sent without passing a gate.
See the gate in production →Fail closed
If a document can’t be read or a check can’t run, the vendor is not marked compliant. It goes to a person.
Our engineering rules →Every verdict traceable
Each result records the rule, the value found and the page it was found on, so an auditor, a broker or your counsel can check our work.
How we log and review →Questions
Questions risk and vendor managers ask.
Is an AI deciding whether our vendors are compliant?
No. Extraction reads the documents; a deterministic rules engine makes every pass/fail decision against your written requirements. The same certificate gets the same verdict every time, and each verdict cites the rule and the page behind it. Anything ambiguous goes to a person.
We already track certificates in a spreadsheet or vendor software.
Then you already have the hardest part: knowing what you require. Software still needs someone to read each certificate, check the endorsements and chase the gaps. This is that work, done for you, and the free audit shows how your current files hold up before you change anything.
Will this annoy our vendors?
Chase emails are short and specific: what is missing, which rule it fails, where to send the fix. Copying the producer who issued the certificate means the person who can fix it sees the request directly, which is usually what vendors want.
Do you replace our broker or give insurance advice?
No. We verify documents against the requirements you set. Whether those requirements are right for your risk is a question for your broker and counsel, and the weekly summary is built to make that conversation easier.
What do we need to send for the free audit?
25 certificates in any format, PDFs or scans, and your insurance requirements as they exist today: a requirements sheet, a contract clause or an email. That is all.
How is our data handled?
Certificates are used only to run your account and are deleted on request. We are happy to sign your NDA before you send anything.
What if we don’t continue after the pilot?
You keep every report from the pilot. The pilot fee is only credited if you continue; there is no cancellation fee and no auto-renewal into a contract.
How is the monthly price set?
By vendor count, because that is what drives the work. You get a written quote after the audit, once we both know what your certificates look like.
What happens after you click
- 1Tell us who you are and roughly how many vendors you track. Within 1 business day we reply with where to send the certificates.
- 2Send 25 certificates you believe are compliant, plus your insurance requirements in whatever form they exist today.
- 3Within 7 business days you get a deficiency report: each certificate, each requirement it fails, and the page that shows it. No contract, no sales call.