Complete feature guide for
vendor insurance compliance
Everything VendorValid does — explained in plain English. Learn how each feature works, where to find it in the app, and exactly how it helps your team track vendor insurance without spreadsheets.
Jump to a feature
AI COI Extraction — Zero Manual Data Entry
Upload any certificate. AI reads it in ~8 seconds.
VendorValid's AI engine (powered by Claude) reads every Certificate of Insurance automatically. Upload a PDF, a JPG scan, or even a phone camera photo of a paper certificate. The AI extracts every key field instantly — no manual typing, ever.
- Reads standard ACORD 25 forms and any custom COI format
- Supports PDF, JPG, PNG files up to 10 MB
- Extracts: insurance provider, policy number, coverage type, coverage amount, issue date, expiration date
- Shows a confidence score on every extracted field so you know when to double-check
- Manual override available on any field — AI is a starting point, not a lock
- Camera scan via mobile browser on the vendor portal — no app download required
- AI extraction available for both admin-side uploads and vendor self-service uploads
Automated Expiry Alerts — Before Problems Happen
Your team gets notified. Vendors get reminded. Nothing expires unnoticed.
Configure automated email and in-app alerts that fire before any vendor policy expires. Set alert windows at 90, 60, 30, and 7 days before expiry. Your team sees the notification in the app and by email. Vendors receive a direct renewal reminder with a link to their private upload portal.
- Configurable alert thresholds: 90, 60, 30, and 7 days before expiry
- Email alerts go to all team members with appropriate permissions
- In-app notification bell shows unread count with real-time badge
- Vendor renewal reminders auto-sent with a direct link to their private portal
- Daily compliance digest email summarizing all urgent items
- Alerts visible in the Alerts dashboard with full context
- All alert activity is logged in the audit trail
Vendor Self-Service Portal — No Login Required
Vendors upload their own COIs. You stop chasing emails.
Every vendor in your account gets a unique, private, tokenized URL. They open it in any browser — no account creation, no password, no app download. They upload their COI, AI reads it automatically, and your team is notified instantly. The entire email chain is eliminated.
- Unique private URL per vendor — not a shared public portal
- No vendor account, password, or app installation required
- AI auto-fills all policy fields on upload for instant review
- Your team gets an instant in-app notification when a document arrives
- Mobile browser camera scan for scanning physical certificates
- Vendors can see their own current compliance status on the portal
- Portal access can be enabled or disabled per vendor
- Optional branded portal with your company name/logo on Pro plan
Vendor Risk Scoring — Know Who Needs Attention
A 0–100 live risk score tells you exactly which vendor to call first.
Every vendor in your account gets a real-time risk score from 0 to 100. The score is calculated from: how many policies they have vs. how many your compliance rules require, whether policies are active or expired, coverage amounts vs. your minimums, and how far away the nearest expiry date is.
- Real-time calculation — score updates instantly when any policy changes
- Based on: policy completeness, coverage amounts, expiry proximity
- Color-coded: Green (80+), Yellow (60–79), Red (under 60)
- Vendor list sortable by risk score — highest risk first
- Risk score history tracked over time to see improvement trends
- Human-readable risk description explains exactly why the score is what it is
- Risk distribution chart on the dashboard shows portfolio-wide view
- Custom compliance rules factor into risk calculation on Pro plan
Compliance Dashboard — Full Portfolio Visibility
Know your compliance posture before your auditor asks.
The main dashboard shows your entire vendor insurance portfolio at a glance. Compliance percentage, expiring policies in the next 90 days, vendor risk distribution chart, recent alerts, and active tasks. The Compliance page runs a deep rule-based gap analysis against every vendor.
- Overall compliance percentage across all active vendors and policies
- Expiry timeline showing all policies expiring in the next 90 days
- Vendor risk distribution pie chart — see how many are high/medium/low risk
- Compliance gap table: vendor-by-vendor breakdown of missing or expired coverage
- Historical compliance trend chart (week-over-week, month-over-month)
- Actionable insight banner highlights the single most urgent issue
- Filter compliance view by vendor category, risk level, or status
- One-click drill-down from any dashboard element to the relevant vendor or policy
Audit-Ready Reports — Export in 5 Seconds
The compliance report is always ready. PDF or CSV, any time.
Generate a full compliance report any time you need it — for a management review, an RFP response, a client audit, or a board meeting. Choose PDF for a formatted, printable report or CSV for spreadsheet analysis. Filter by date range, vendor status, or service category.
- PDF export with formatted layout including your company branding (Pro)
- CSV export for full raw data — import into Excel, Google Sheets, or BI tools
- Per-vendor detail: all policies, statuses, coverage amounts, expiry dates
- Filter by compliance status, service category, or risk level before exporting
- Print-optimized layout — works with system print dialog directly
- Reports generate in under 5 seconds regardless of portfolio size
- Historical snapshots available to show compliance trend over time
Vendor Management
Bulk CSV Import
Vendors → Import from CSV
Import your entire vendor list from any spreadsheet in one step. Upload your CSV, map your column headers to VendorValid fields, preview the result, and import. Existing vendors are not duplicated.
- Upload any CSV with vendor names, emails, contacts, and categories
- Column mapping UI — no need to reformat your spreadsheet first
- Preview import before committing — see exactly what will be created
- Respects your plan vendor limit with a clear warning
- +1 more details in app
Duplicate Detection
Vendors → Duplicate Scan button
VendorValid automatically scans for duplicate vendors by name similarity. Run a manual scan any time to find and merge potential duplicates before they clutter your vendor list.
- Fuzzy name matching catches variations like "Williams Build" vs "Williams Build Co."
- Side-by-side comparison of potential duplicates
- Mark as different (keep both) or confirm duplicate (merge)
- Scan runs automatically on import
Vendor Tags & Filtering
Vendor detail → Tags section; Vendor list → Tag filter
Tag vendors with custom colored labels — by region, project, tier, or any category you need. Filter the vendor list by tag to see a focused view.
- Unlimited custom tags with 8 color options
- Add/remove tags on any vendor detail page
- Filter the vendor list by any tag
- Tags visible inline in vendor list rows
Custom Fields
Settings → Custom Fields
Add custom data fields to every vendor record — text, number, date, or checkbox. Show custom fields in the vendor list as columns for easy sorting and filtering.
- Field types: text, number, date, boolean (checkbox)
- Toggle "Show in vendor list" to add as a sortable column
- Custom fields visible on vendor detail pages
- Field values included in CSV exports
- +1 more details in app
Policy & Document Management
Mobile Camera COI Scan
Vendor Portal → Upload → Take photo
Vendors can open their portal link on a mobile device and use their phone camera to photograph a physical certificate. AI processes the photo and extracts all policy details automatically.
- Works in any mobile browser — no app download required
- Camera access requested via browser permission prompt
- AI reads photos including slightly angled or partially shadowed shots
- Full manual editing available after AI extraction
Document Viewer
Policies → any policy → View Document
View the original uploaded certificate document directly in the app without downloading. Supports PDF, JPG, and PNG viewing with zoom and navigation.
- In-app PDF and image viewer — no download required
- Secure signed URLs — documents are not publicly accessible
- Documents stored privately in encrypted cloud storage
- Download option available for offline access
Policy Expiry Calendar
Policies → Calendar view
View all upcoming policy expirations in a calendar layout. See your entire portfolio's expiry schedule at a glance — by month, with color-coded status indicators.
- Monthly calendar view of all upcoming expirations
- Color-coded by status: active (green), expiring soon (amber), expired (red)
- Click any calendar item to open the policy detail
- Great for planning quarterly vendor outreach campaigns
Bulk Policy Actions
Policies → select multiple → Bulk actions menu
Select multiple policies at once and apply bulk actions — delete expired ones, export selected, or update status. Saves hours when doing end-of-period clean-up.
- Select individual policies or all policies at once
- Bulk delete for removing expired/inactive policies
- Bulk export selected policies to CSV
- Bulk status update for policy state management
Compliance & Rules
Compliance Rules Engine
Compliance → Manage Rules
Define exactly what insurance coverage you require from your vendors. Set required coverage types, minimum amounts, and which vendor categories each rule applies to. VendorValid automatically checks every vendor against your rules.
- Define rules by coverage type: general liability, workers' comp, auto, umbrella
- Set minimum coverage amounts per policy type
- Apply rules to all vendors or specific service categories
- Gap table shows exactly which vendors fail which rules
- +1 more details in app
Compliance Trend Tracking
Compliance → Trend chart; Dashboard → Charts
Track your overall compliance rate over time. See how your percentage has changed week-over-week and month-over-month. Ideal for management reporting and showing continuous improvement.
- Weekly and monthly compliance rate snapshots
- Automatic daily snapshot stored for historical analysis
- Trend chart visible on both Dashboard and Compliance page
- Data available for export in reports
Team & Workflow
Renewal Task Kanban
Tasks
Manage vendor policy renewal tasks with a drag-and-drop Kanban board. Create tasks linked to vendors and policies, assign priorities and due dates, and track progress through stages from "To Do" to "Approved".
- Kanban stages: To Do → In Progress → Waiting → Approved
- Drag cards between stages to update status
- Link tasks to specific vendors and policies
- Set priority (low/medium/high/urgent) and due dates
- +2 more details in app
Bulk Vendor Outreach
Outreach
Email all non-compliant or expiring-soon vendors at once with a customized message. Use the 3-step campaign flow: compose your message, select recipients, confirm and send. Track campaign history.
- Smart vendor filters: expiring soon, expired, or all vendors
- Customizable subject line and message body
- Preview email before sending
- Confirmation step showing recipient count
- +2 more details in app
Team Invitations
Settings → Team
Invite team members to your VendorValid workspace by email. Assign roles (Admin, Manager, Viewer) on invite. Team members receive an onboarding email with a direct signup link.
- Invite by email address — recipient gets an email with signup link
- Assign role at invite time: Admin, Manager, or Viewer
- Admin can change roles after onboarding
- Remove team members from settings at any time
- +1 more details in app
Vendor Notes
Vendor detail → Notes tab
Add private internal notes to any vendor record. Notes are visible only to your team — not to the vendor. Useful for tracking conversations, special requirements, or compliance exceptions.
- Rich text notes with timestamps
- Notes visible only to your team — never to the vendor
- Multiple notes per vendor with full history
- Notes author and timestamp recorded
Security & Administration
Role-Based Access Control
Settings → Roles; Settings → Team
Define exactly what each user role can do. Admin, Manager, and Viewer roles have default permissions, which Pro plan customers can customize per permission category.
- Three roles: Admin, Manager, Viewer
- Customizable permissions per role on Pro plan
- Permissions cover: vendors, policies, outreach, tasks, reports, settings
- Data isolation enforced at database level — not just UI
Two-Factor Authentication (2FA)
Settings → Security → Two-Factor Auth
Enable time-based one-time password (TOTP) 2FA on your account. Compatible with Google Authenticator, Authy, 1Password, and any standard TOTP app.
- TOTP-based — works with any authenticator app
- QR code setup with step-by-step guided flow
- Recovery codes provided at setup (store them safely)
- Admin can enforce 2FA requirement for all team members on Pro
- +1 more details in app
Audit Log
Settings → Audit Log
A complete, tamper-evident log of every action taken in your account. Who added a vendor, who uploaded a certificate, who changed a role — all recorded with timestamps and actor.
- Every action recorded: vendor add/edit/delete, policy upload, team changes, settings changes
- Filterable by action type, user, and date range
- Actor identification (name + email) on every entry
- Exportable for compliance audits
- +1 more details in app
Single Sign-On (SSO)
Settings → SSO
Connect your company's identity provider via SAML 2.0 or OIDC. Team members sign in with their existing corporate credentials — no separate password required.
- SAML 2.0 and OIDC protocol support
- Compatible with Okta, Azure AD, Google Workspace, and more
- Automatic account provisioning on first SSO login
- Admin configures SSO in Settings → SSO with IDP metadata URL
- +1 more details in app
Integrations & Customization
Webhooks & Integrations
Settings → Integrations
Send real-time events to any external system when things happen in VendorValid. Connect to Zapier, Make, your custom CRM, or any system that accepts webhook payloads.
- Event types: policy.added, policy.expired, vendor.status_changed, vendor.created, and more
- Full JSON event payload with all relevant data
- Configurable endpoint URL per integration
- Test events from the UI before enabling
- +2 more details in app
Slack Notifications
Settings → Integrations → Slack
Connect VendorValid to a Slack channel and receive real-time notifications when policies are uploaded, vendors change status, or alerts fire.
- Connect to any Slack channel via webhook URL
- Test connection from Settings before enabling
- Notification types configurable per workspace
- Rich Slack message format with vendor and policy details
Portal Branding
Settings → Branding
Customize the vendor portal with your company name, logo, and accent color. Vendors see your brand when they visit the portal, not "VendorValid".
- Upload your company logo (PNG or SVG)
- Set company name displayed on portal
- Custom accent color for portal buttons and headers
- Preview changes before saving
- +1 more details in app
API Access (Will be Available in Future)
Settings → API Keys
Access your VendorValid data via REST API for custom integrations, data exports, or automation workflows. Generate and manage API keys from your settings.
- REST API with JSON responses
- API key generated per account — Pro plan
- Key rotation available at any time
- Use for: custom dashboards, BI tools, automated data sync
- +1 more details in app
Analytics & Insights
Vendor Score Sparkline
Vendor detail → Risk History chart
See how a specific vendor's risk score has changed over time with a historical sparkline chart. Useful for demonstrating vendor improvement or deterioration over a compliance period.
- Historical risk score plotted over time
- Shows trend direction (improving/declining)
- Visible on vendor detail page
- Data retained for the life of the account
CSV & QuickBooks Import
Vendors → Import → QuickBooks
Import vendor lists directly from QuickBooks Online export format. VendorValid maps QuickBooks vendor fields to the correct fields automatically.
- QuickBooks Online vendor export supported
- Auto-maps vendor name, email, contact fields
- Standard CSV import also available for any source
- Preview before committing
Comparison
VendorValid vs. spreadsheets vs. enterprise tools
There's a massive gap between "spreadsheet" and "$50k enterprise software". VendorValid fills it.
Plans
Which plan includes what?
Every core feature is available from day one. Advanced features unlock on Growth and Pro.
- 25 vendors
- 3 team members
- AI COI extraction
- Vendor portal
- Email alerts
- CSV import
- Basic reports
- Kanban tasks
- 150 vendors
- 10 team members
- Everything in Starter
- Risk scoring
- PDF reports
- Compliance rules
- Webhooks & Slack
- Bulk outreach
- Policy calendar
- Unlimited vendors
- Unlimited users
- Everything in Growth
- Custom fields
- Portal branding
- SSO (SAML/OIDC)
- Role permissions
- Audit log
Ready to stop managing insurance in spreadsheets?
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