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Solution

Tracking Certificates of Insurance
See it a fortnight out, not on the day

Insurance tracking fails in a specific and predictable way. The certificate arrives, somebody types the expiry into a spreadsheet, and from that moment the accuracy of the whole system depends on a step nobody has time for.

Expiry captured on uploadRenewal asks for one document
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Why insurance tracking fails

It depends on a manual step nobody has time for

Almost every certificate tracking system in use is a spreadsheet maintained by one person, and it works exactly as well as that person's week allows.

Outcome

The expiry date is never typed in

It is read from the certificate when the document arrives, which removes the single step that everything else depended on.

In practiceA renewal runway that is accurate because nobody maintains it.
Outcome

Renewals actually get completed

Asking a vendor for one certificate rather than resending the entire questionnaire is the difference between a response and silence.

In practiceFewer lapsed certificates and fewer awkward conversations.
Outcome

It keeps working when people are away

Reminders and escalation run without anybody watching, so annual leave stops being a gap in coverage.

In practiceTracking that does not depend on one person's diligence.
Certificate tracking

A spreadsheet against a record

The tool is not the problem. The manual capture step is.

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The challenge

Typed from the PDF

Somebody opens the certificate, finds the expiry and types it into a tracker, which is the first thing to slip when volume rises.

Captured byA person
At volumeSkipped
AccuracyVariable
With VendorHub

Read from the document

The date is captured when the file arrives, regardless of how many arrive that day.

Captured byThe workspace
At volumeUnchanged
AccuracyConsistent
The challenge

Sorting a spreadsheet

Knowing what expires soon means opening the tracker and sorting it, which happens when somebody remembers to.

VisibilityOn demand
FrequencyOccasional
SurprisesCommon
With VendorHub

A runway, always current

What lapses first is visible without anybody preparing it, ordered by date.

VisibilityAlways
FrequencyContinuous
SurprisesRare
The challenge

Resend everything

The vendor is sent the whole questionnaire again, resents it, and frequently does not complete it.

RequestedEverything
Vendor effortHigh
CompletionPoor
With VendorHub

Ask for the one document

Only the expiring certificate is requested and everything else carries forward.

RequestedOne item
Vendor effortMinimal
CompletionGood
The challenge

Discovered when needed

Nobody notices until somebody needs the certificate, which is always the worst moment.

NoticedToo late
OptionsFew
ExposureReal
With VendorHub

Flagged and escalated

The lapse is visible to your team and new work can be blocked while existing work continues.

NoticedAhead
OptionsSeveral
ExposureManaged
Where it shows up

Moments a compliance or procurement team will recognise

A certificate expires next month

Visible on the runway now, with a request for that document only.

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A vendor ignores the renewal

Reminders escalate rather than the lapse being discovered later.

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The person who tracks this is on leave

Reminders and escalation continue without them.

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Somebody asks for proof of cover

Every version retained on the vendor record with dates.

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Questions we get asked

About certificate and expiry tracking

How do I track certificates of insurance?
Collect them inside the onboarding questionnaire so the expiry is captured when the document is read on arrival, then let the renewal runway show what lapses first.
Is the expiry date captured automatically?
Yes, when the certificate is read. That removes the manual typing step that most tracking systems depend on and that fails first under volume.
How far ahead can we see expiry?
A runway shows what lapses first across your vendors, so a certificate expiring in a fortnight is visible now rather than on the day.
What does the renewal request ask for?
Only the expiring document. Everything unchanged carries forward, which is why renewal requests actually get completed.
What if a vendor does not renew?
Reminders go out and escalate. If critical cover lapses, new work can be blocked while existing work continues.
Are previous certificates kept?
Yes, with their dates, so you can show what cover was in place at any point rather than only what is current.
Does this work for other expiring documents?
Yes. Trade qualifications, licences, quality certifications and diversity certifications are all tracked the same way.
Related

Other parts of the workspace

SOLUTION

Document collection

Certificates read on arrival with expiry captured.

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SOLUTION

Vendor directory

Validity visible on every vendor row.

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SOLUTION

Approvals and activity

Reminders, escalation and what ran overnight.

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Bring a certificate you are chasing

We will show the runway and send the vendor a request for that one document.

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