Vendor Compliance Monitoring
Vendor Monitoring
Know which vendors are uninsured before you find out the expensive way.
Every vendor uploads its certificates through its own portal link. We parse them, score them against your ruleset, re-check every policy on a schedule, and chase the vendor when something lapses.
Built for: Motor carriers, freight brokers, shippers
What you get
- Every vendor gets its own upload link. No account to create, nothing to install
- Certificates are read automatically: ACORD 23, 24, 25, 27, 28, 101 and 131, with an OCR path for scanned and non-ACORD documents
- Your ruleset decides: minimum limits, additional insured, waiver of subrogation, primary and non-contributory, required wording, admitted status, AM Best rating
- Motor carrier vendors are checked for MCS-90 financial responsibility, so a filing posted to SAFER is never counted as the endorsement your contract asked for
- Every active policy is re-evaluated at least once a day, so a lapse becomes visible on its own
- One click produces an auditor-ready packet for the whole roster
How it works
- 1
Load your vendor roster
Add vendors one at a time or import the list you already keep. Each vendor gets a profile, the ruleset you want applied to it, and its own upload link to send out.
- 2
They upload, we read it
The vendor opens its link, uploads the certificate, and is done. No login. We detect the form, pull out carriers, coverages, limits, endorsements and dates, and fall back to OCR when the document is a scan.
- 3
Your requirements decide, not a person
Each policy is evaluated against the ruleset you defined, rule by rule. What comes back is an itemized list of what failed and why: a limit under your minimum, a missing additional insured, an unattached endorsement, a carrier below your AM Best floor, coverage expiring inside your window.
- 4
It keeps checking after you stop looking
Active policies are re-evaluated on a nightly sweep, so a certificate that was fine in March turns non-compliant on the dashboard the day it expires. When a new blocking deficiency opens, the vendor is emailed automatically with everything that failed in one message. A vendor you have no email address for is flagged for you rather than quietly skipped.
FAQ
- Does this include FMCSA authority status or BASIC scores?
- No, and we would rather say so plainly than let the name imply it. This product covers the insurance side: certificates, endorsements, limits and expiration dates. Authority status, BASIC percentiles and roadside inspection history are published by FMCSA on SAFER and on the Safety Measurement System, and today you read them there yourself. We are not going to sell you a feed we have not built.
- How quickly do I find out a vendor's coverage lapsed?
- A certificate a vendor uploads is evaluated within minutes of the upload. After that, every active policy is re-evaluated on a nightly sweep, so a policy that expires overnight is showing as expired on your dashboard the next morning without anyone touching it.
- What happens when a vendor ignores us?
- When verification opens a new blocking deficiency, the vendor is emailed automatically with the full list of what failed, grouped into one message rather than one email per broken rule. Everything stays visible on your dashboard, and the vendor's own portal page shows it the same open items you see, so the next conversation starts from the same facts.
- Can I use my own insurance requirements?
- Yes, that is the point. You build the ruleset: coverage types, minimum limits, which endorsements have to be attached, required wording, whether the carrier must be admitted in a given state, a minimum AM Best rating, and how many days before expiration you want a policy to start counting as a problem. Different vendors can carry different rulesets.
- Can shippers and brokers use this together?
- Yes. A shipper checking its motor carriers and a broker checking its haulers use the same rulesets, the same portal and the same dashboard. What differs is the requirements each one writes into its ruleset.
Ready to retire this work?
Start a 30-day free trial of Vendor Monitoring. No credit card up front. Cancel any time during the trial.