Complete feature guide for
vendor compliance.
Everything VendorValid does — explained in plain English. Learn how each feature works, where to find it, and how it eliminates spreadsheets from your workflow.
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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.
- Upload any CSV with vendor details
- Column mapping UI
- Preview import before committing
- Respects plan vendor limit
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
- Side-by-side comparison
- Mark as different or confirm duplicate
- Scan runs automatically on import
Vendor Tags & Filtering
Vendor detail → Tags section
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
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
- Toggle "Show in vendor list" for sorting
- Custom fields visible on detail pages
- Values included in CSV exports
Policy & Document Management
Mobile Camera COI Scan
Vendor Portal → Upload
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
- Camera access via browser permission
- AI reads angled or shadowed shots
- Manual editing available
Document Viewer
Policies → 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
- Secure signed URLs
- Stored privately in encrypted cloud
- Download option available
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
- Color-coded by status (active, expiring, expired)
- Click items to open detail
- Great for quarterly planning
Bulk Policy Actions
Policies → 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 or all policies
- Bulk delete for inactive policies
- Bulk export to CSV
- Bulk status update
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 category application. Auto-checks every vendor against rules.
- Rules by coverage type (GL, WC, Auto)
- Set minimum coverage amounts
- Apply rules specific categories
- Gap table shows compliance failures
Compliance Trend Tracking
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.
- Weekly and monthly snapshots
- Automatic daily tracking
- Visible on Dashboard
- Data available for export
Team & Workflow
Renewal Task Kanban
Tasks
Manage vendor policy renewal tasks with a drag-and-drop Kanban board. Create tasks linked to vendors, assign priorities and due dates, and track progress.
- Stages: To Do, In Progress, Waiting, Approved
- Drag and drop interface
- Link to specific vendors
- Priority and due date settings
Bulk Vendor Outreach
Outreach
Email all non-compliant or expiring-soon vendors at once with a customized message. Use the 3-step campaign flow to target, compose, and send.
- Smart vendor filters
- Customizable subject and body
- Campaign history tracking
- Portal links included automatically
Team Invitations
Settings → Team
Invite team members to your VendorValid workspace by email. Assign roles (Admin, Manager, Viewer) on invite. Track team access securely.
- Email invitations with signup links
- Role assignment at invite
- Admin role management
- Centralized team directory
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 or exceptions.
- Rich text with timestamps
- Internal visibility only
- Full note history
- Author identification
Security & Administration
Role-Based Access Control
Settings → Roles
Define exactly what each user role can do. Admin, Manager, and Viewer roles have default permissions, which Pro plan customers can customize completely.
- Three standard roles
- Customizable permissions on Pro
- Granular control over all sections
- Data isolation enforced
Two-Factor Auth (2FA)
Settings → Security
Enable time-based one-time password (TOTP) 2FA on your account. Compatible with Google Authenticator, Authy, 1Password, and any standard TOTP app.
- Works with any TOTP app
- QR code setup
- Recovery codes provided
- Enforceable across team (Pro)
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.
- Records all add/edit/delete actions
- Filterable by user and date
- Actor identification
- Immutable logging
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.
- SAML 2.0 and OIDC support
- Compatible with Okta, Azure AD, etc.
- Auto-provisioning
- Enforceable SSO-only login
Integrations & API
Webhooks
Settings → Integrations
Send real-time events to any external system. Connect to Zapier, Make, your custom CRM, or any system that accepts webhook payloads.
- Events: policy.added, vendor.status_changed, etc.
- Full JSON payload
- Test events from UI
- Delivery logging
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.
- Upload custom logo
- Set company display name
- Custom accent colors
- Applies to all external links
Comparison
VendorValid vs. Spreadsheets vs. Enterprise
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.
- 15 vendors
- 2 team members
- Email alerts
- CSV import
- Basic reports
- Document storage
- 100 vendors
- 10 team members
- Everything in Starter
- AI COI extraction
- Risk scoring
- Compliance rules
- Vendor portal
- Unlimited vendors
- Unlimited users
- Everything in Growth
- Custom fields
- Portal branding
- SSO (SAML/OIDC)
- Role permissions
Ready to drop the spreadsheet?
14-day free trial on the Starter plan. No credit card required. Set up your first vendors in under 2 minutes.