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Construction agent

Insurance certificate tracking

Every vendor’s and sub’s certificate of insurance read, checked against what their contract requires, and chased before it expires.

Built from our Vendor risk reviews agent, set up for certificates of insurance.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Insurance certificate tracking: four items, three done, and one (Limit too low) waiting for the risk manager, who is asked: Northfield Roofing’s liability is $1M, and the contract needs $2M. Hold their start?
How it works

Every sub covered before they step on site.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Insurance certificate tracking, in 5 steps. It starts with “A vendor is booked” and ends with “Covered, renewal scheduled”. Each step lists what automation, the agent and your team do there.
Insurance certificate trackingA typical run
Starts withA vendor is bookedNorthfield Roofing starts at Harbor Point next week, and there’s no certificate on file yet.
Automation: Emails Northfield and its broker the limits its contract calls for, your additional insured wording, and where to send it.
~8h/mo

Step 1 of 5Ask for the certificate

  • Automation

    Emails Northfield and its broker the limits its contract calls for, your additional insured wording, and where to send it.

    What to ask for comes from the contract, and your wording doesn’t change.

Reads
  • Vendor list
Writes
  • Shared inbox

~8 hours a month back

The agent: Pulls the insurer, policy numbers, each limit, the dates and who’s named as additional insured, even from a blurry scan.
~14h/mo

Step 2 of 5Read the certificate

  • The agent

    Pulls the insurer, policy numbers, each limit, the dates and who’s named as additional insured, even from a blurry scan.

    Certificates look alike, but every broker fills them in differently, and endorsements often arrive as separate pages.

Reads
  • Shared inbox
Writes
  • Vendor list

~14 hours a month back

The agent: Reads Northfield’s contract for its insurance terms: $2M general liability per occurrence, workers’ comp, and you as additional insured.
Automation: Marks liability short at $1M, with no umbrella to make up the $2M, and workers’ comp, additional insured and the expiry as met.
~16h/mo

Step 3 of 5Hold it to the contract

  • The agent

    Reads Northfield’s contract for its insurance terms: $2M general liability per occurrence, workers’ comp, and you as additional insured.

    The terms sit in an insurance exhibit, and a roofer often owes higher limits than a cleaner under the same agreement.

  • Automation

    Marks liability short at $1M, with no umbrella to make up the $2M, and workers’ comp, additional insured and the expiry as met.

    Once both sets of numbers are known, $1M plus any umbrella against $2M is a comparison, not a judgment.

Reads
  • Contracts
Writes
  • Vendor list

~16 hours a month back

Where teams differLimits are usually set by trade. Job size and work at height can raise them.

IfYour team: Gets “Liability is $1M and the contract needs $2M. Hold their start?” and holds the start, or asks for more cover first.
Automation: Lets the project manager know Northfield can’t start yet, and sends Northfield the exact gap to take to its broker.
~6h/mo

Step 4 of 5Decide on the gap

  • Your teamIf cover falls short

    Gets “Liability is $1M and the contract needs $2M. Hold their start?” and holds the start, or asks for more cover first.

    Holding a roofer delays the job. Letting them on short of cover puts the owner at risk. That trade needs a person.

  • Automation

    Lets the project manager know Northfield can’t start yet, and sends Northfield the exact gap to take to its broker.

    Once the call is made, telling both sides is a message with the facts filled in.

Reads
  • Vendor list
Writes
  • Project tool
  • Shared inbox

~6 hours a month back

Automation: Sixty days before the April 2027 expiry it reminds the vendor, again at 30 and 10, and tells the PM if nothing comes.
The agent: Checks the renewed certificate the same way, and notices when a limit quietly dropped at renewal.
~16h/mo

Step 5 of 5Chase the renewal

  • Automation

    Sixty days before the April 2027 expiry it reminds the vendor, again at 30 and 10, and tells the PM if nothing comes.

    Expiry dates are on file. A reminder schedule never needs to think.

  • The agent

    Checks the renewed certificate the same way, and notices when a limit quietly dropped at renewal.

    Renewals are where limits shrink. A new certificate that looks the same can carry a lower number.

Reads
  • Vendor list
Writes
  • Shared inbox
  • Vendor list

~16 hours a month back

Where teams differChasing can start at 30 days instead. Some teams also hold payment until a current certificate is on file.

Ends withCovered, renewal scheduledNorthfield is cleared once its cover meets the contract, with the next renewal already on the schedule.
Total~60h/mo

What changes

Every certificate is read against its contract, limit by limit. The risk manager sees only the shortfalls, and renewals are chased well ahead of expiry.

  • 4steps automated
  • 3steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~60 hours a month back

$36,000 a year in time

For a builder with about 300 active vendors and subs, and some 60 certificates coming in a month, at $50 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never waives a requirement

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentCertificates by email or your vendor portal, status into your ERP or project tool.

  2. Your rules

    The limits and exceptions it works to.

    For this agentThe coverage each contract type needs, and when to start chasing.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe risk manager for any shortfall or waiver.

  4. Your channels

    Where your team hears from it.

    For this agentReminders to vendors, a weekly list for your PMs.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA current status for every vendor, with the certificate attached.

Setting up new vendors is the Vendor onboarding agent. Paying vendors stays with your team, and buying insurance and advising on coverage stay with your broker.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your risk manager and PMs.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past certificates, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real certificates.
The number we agree

Share of active vendors with a compliant certificate. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your vendor list and their current certificates, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your vendor list and their current certificates.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past certificates.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

Can it tell whether a certificate is genuine?
It checks the details against the contract and flags anything odd, like a mismatched name or dates. Confirming with the insurer stays with your team or broker.
Does it block a vendor from the job?
It tells your team who isn’t covered. Keeping someone off site is always a person’s call.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the share of active vendors with a compliant certificate. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want every vendor covered before they’re on site?

Tell us how your team handles certificates today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

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  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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