Certificate of Insurance (COI) Tracking for Vendors and Contractors

COI tracking fails in the same way everywhere: the certificate is collected, filed and forgotten. GARAVENDOR keeps a live register of every certificate, reads the key details off the document, and chases the renewal before the cover lapses.

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What the register holds

One row per certificate, tied to the vendor file it belongs to.

Insurer, policy number, coverage type and limits
Effective and expiry dates with a countdown
Additional-insured and waiver indicators where present
The original document, sealed with a SHA-256 hash

Automatic chasing instead of manual reminders

The system requests the renewal so your team does not have to remember which of 120 vendors is due this month.

Reminders at 90, 60, 30 and 7 days before expiry
Renewal requests sent straight to the vendor's contact
Escalation to the internal owner when nothing arrives
Dashboard of everything expiring in the next 90 days

Proving what was valid, later

When a claim or audit looks backwards, the question is what was on file on a specific date. Every version of every certificate is retained with its upload timestamp and hash, so the answer is a lookup rather than an investigation.

Frequently asked questions

Does the system verify the certificate with the insurer?

No. It extracts and tracks the information on the document you were given. Confirming a policy directly with the carrier remains a manual step where your risk policy requires it.

Can it read a photo of a certificate?

Yes — PDF, scan or phone photo. Extracted fields are shown for review before they are saved.

How many certificates can one vendor have?

As many as needed — general liability, workers' cover, professional indemnity, auto — each tracked with its own expiry.

See it with your own vendor list

Open the interactive demo, or send us a sample of your supplier list and we will show you how it scores.

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Contractor Compliance Software for Site and Facility Owners

GARAVENDOR tracks contractor insurance, licences and safety documents, blocks expired suppliers and keeps a signed record of every approval — without a compliance department.

Vendor Onboarding Software for Small and Mid-Sized Businesses

GARAVENDOR is vendor onboarding software for small and mid-sized businesses: collect documents, verify insurance and licences, read the contract with AI and score every supplier before the first invoice.

Vendor Risk Management Software Priced for Mid-Sized Businesses

Score every supplier on documents, contract terms, dependency and performance. GARAVENDOR gives mid-sized businesses vendor risk management without an enterprise rollout.

GARAVENDOR is an operational document, contract and supplier-record tool. It does not issue compliance certifications, legal opinions or regulatory approvals, and it does not replace legal, insurance or professional advice.