Vendor and subcontractor compliance
Expired vendor insurance is uninsured liability.
VendorVault shows you in one screen which vendors are compliant, and keeps the paperwork moving, so you never have to chase it by email again.
14-day free trial. No credit card required.
How it works
Step 1: Set your requirements
Define the documents every vendor must hold, such as General Liability insurance, Workers Comp or a contractor license, with a minimum coverage amount where it applies.
Step 2: Vendors upload through a private link
Send each vendor their private link. They choose the requirement, upload the file and enter the expiry date. They never need an account.
Step 3: Reminders run and status stays live
VendorVault reminds vendors before their paperwork lapses and keeps your dashboard showing who is compliant, expiring, expired or missing.
Everything you need to track vendor paperwork
Every feature is included in every plan.
Compliance status per requirement
See every vendor against every requirement: compliant, expiring within 30 days, expired or missing.
Vendor self-service portal
Each vendor gets a private link to upload their own documents. No account, no login, nothing to pay.
Automated reminders
Vendors are emailed 30, 14 and 7 days before expiry, on expiry, and when a document is missing. One email per vendor per run.
Admin digest
Admins receive a daily summary of vendors who are not compliant. No digest is sent when nothing needs attention.
Coverage minimums
Set a minimum coverage amount on a requirement, such as General Liability of at least $1M, and record each document's coverage amount.
Team roles
Invite teammates and give each one a role, so only the people who need access to records have it.
Audit log
An activity log records uploads, vendor edits, role changes and exports, with who made each change and when.
CSV and zip export
Export your vendors and documents as CSV and zip files whenever you need them, including on a read-only account.
VendorVault compared with spreadsheets and email
Status
- Spreadsheets and email
- Updated by hand, so it goes stale
- VendorVault
- Computed for every requirement from the expiry dates on file
Chasing paperwork
- Spreadsheets and email
- You write and send every reminder yourself
- VendorVault
- Automatic reminders at 30, 14 and 7 days, on expiry and when missing
Vendor uploads
- Spreadsheets and email
- Certificates arrive as email attachments
- VendorVault
- A private upload link per vendor, with no account to create
Record of changes
- Spreadsheets and email
- No reliable record of who changed what
- VendorVault
- Activity log of uploads, vendor edits, role changes and exports
Getting data out
- Spreadsheets and email
- Searching through inboxes and folders
- VendorVault
- CSV and zip export on demand
Plans by vendor count
Vendors never pay or need an account. Start with a 14-day free trial, no credit card required.
Starter
$49/ month
Up to 25 vendors
Every feature included
Growth
$129/ month
Up to 150 vendors
Every feature included
The 14-day trial uses these limits.
Pro
$299/ month
Up to 500 vendors
Every feature included
Frequently asked questions
Do vendors need to create an account?
No. Each vendor gets a private link to their own page. They can view their requirement statuses and upload documents without signing in, and they never pay.
Does VendorVault read certificates for me?
No. You, or your vendor, enter the coverage amount and expiry date for each document, and VendorVault uses those dates to work out status. Documents are accepted as PDF, PNG or JPEG.
How do reminders work?
Vendors are reminded 30, 14 and 7 days before an expiry date, on expiry, and when a document is missing. Each vendor gets one email per run that lists everything currently due. Admins get a daily digest of vendors who are not compliant.
Is our data kept separate from other companies?
Yes. Every organization's vendors, documents and reports are kept separate, and users see only their own organization's records. Passwords are stored in scrambled form, and sign-ins last 60 minutes by default.
What happens when the free trial ends?
If you have not subscribed, the account becomes read-only. You can still sign in, view and export your data. Subscribe to add or edit records again.
Know who is compliant, in one screen.
Start your 14-day free trial and set up your first requirement in minutes.