Vendor Compliance Agent
Read the COI, check the limits, chase the waiver, and hold the payment, just like your project accountant.
Works using
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No new system.No integrations.
checked before every pay run ↗
- GL each occurrence$1,000,000
- GL aggregate$2,000,000
- Expires01/15/2027
- Add'l insuredNot shown
- Pay app #6 · Ridgeway Electric48,200.00
- Hold: umbrella not on COI—
- Hold: additional insured missing—
- Hold: conditional waiver missing—
Can you pay now and we'll send the waiver Friday?
Pay app #6 is on hold until the waiver and certificate changes arrive. As soon as they're in, it goes in the next pay run.
- 01Document in
- 02Read
- 03Check
- 04Chase
- 05Pay hold
Compliance checked before every payment
An expired COI found after you pay is your risk. Your agent checks every vendor before the pay run.
- COI expiry tracked in a spreadsheet
- Gap found After the check cleared
- Deal lost. A sub with a lapsed policy was paid, then hurt on site.
With your agent✦ Instant- Picked up the moment it lands
- Read, checked, chased, logged before the pay run
- No payment without paperwork.
Vendor compliance is messy
- Expired COIs. Found after the claim
- Missing waivers. Paid without a release
- Wrong limits. $1M where you need $2M
- Chasing by phone. Every month, same subs
An agent that handles the messy parts your way.
- 01Every certificateRead, not just filed
- 02Job requirementsBy project and trade
- 03Lien waiversConditional and unconditional
- 04Pay holdsPlaced and released
- 05Weekly chaseUntil it's on file
Every vendor, by hand. Agents should!
- ManualAgent Open the COI
- ManualAgent Read limits
- ManualAgent Check endorsements
- ManualAgent Update tracker
- ManualAgent Check waivers
- ManualAgent Check W-9
- ManualAgent Email the sub
- ManualAgent Call the agent
- ManualAgent Hold payment
- ManualAgent Release hold
No new system. No integrations.
You're not buying software. You're adding an agent that uses the software you have.
- Your screens It uses your CAD, quoting system and inbox with keyboard, mouse and screen.
- Nothing to connect No API projects, no new software, no data migration. Your systems stay as they are.
- Built by talking Explain your process like you'd train a new hire. It learns by doing a real quote.
- You approve Drawings, prices, discounts, sends. Wherever you want a person, it stops and asks.
- Every run on record Screenshots, values read, prices used and who approved, for every quote.
Hand the whole vendor to an agent
- Reads the COI
- Checks limits & dates
- Checks waivers
- Chases what's missing
- You approve exceptions
- Holds payment
- Releases when clear
- You release pay
Agent does itYou decide
Five steps. One vendor.
One job, start to finish: Ridgeway Electric, job 2417, pay app #6.
- 01
It reads the certificate
Carrier, policy dates, limits, additional insured, waiver of subrogation.
PDF viewer · Certificate- GL each occurrence$1,000,000
- GL aggregate$2,000,000
- Expires01/15/2027
- Add'l insuredNot shown
Certificate of insurance · Ridgeway Electric
- 02
It checks your requirements
By project and trade. Every limit, every endorsement.
Procore · Requirements · Job 2417Item From Price GL each occurrence Job requirement $1,000,000 UmbrellaNot on certificate Job requirement $5,000,000 Additional insuredNot shown on certificate Job requirement Required Conditional lien waiver Pay app #6 Missing - 03
It chases what's missing
The sub and their insurance agent, in your words, on schedule.
Sage 300 CRE · Pay holdNo. Hold H-2417-06Ridgeway ElectricDraftDescription Qty Unit Amount Pay app #6 · Ridgeway Electric 1 app 48,200.00 Hold: umbrella not on COI 1 — Hold: additional insured missing 1 — Hold: conditional waiver missing 1 — Released when all three are on fileOn hold: $48,200.00 - 04
It holds the payment
No COI, no waiver, no check. Released the moment it's clear.
Outlook · New messageToRidgeway Electric
SubjectRE: Pay app #6 and updated COI
Thanks for the pay app. Before we can pay #6 we need three things: the umbrella policy on the certificate, our company named as additional insured, and the conditional lien waiver. I've copied your insurance agent.
Job 2417 insurance requirements.pdf
Send - 05
It answers the sub
What's missing and why the payment is on hold.
Email · Ridgeway ElectricCan you pay now and we'll send the waiver Friday?
Pay app #6 is on hold until the waiver and certificate changes arrive. As soon as they're in, it goes in the next pay run.
Answered from: Job 2417 requirements, pay hold rule
Vendor compliance: every step
What the agent does, where you decide, and the rules it checks.
you decide every green box
- COI, waiver or pay app in
- Read the document
- Find job requirements
- Limits & dates OK?No → chase sub & agent
- Endorsements OK?No → chase sub & agent
- Lien waiver on file?No → request waiver
- W-9 on file?No → request W-9
- Update compliance log
- Place or release pay hold
- PM approves exception
- Answer the sub
- Follow up weekly
- You release payment
- Paid with paperwork
Agent does it You decide Rule check
Built around how you work
Not a template. Your steps, your rules, your approvals.
- 01
Explain it once
Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.
When a request comes in, first check: limits & dates ok? If not, chase sub & agent.
Quoting SOP.pdf Price book 2026.xlsx 3 past quotes - 02
Watch it work
It works a real job on your screen. You correct it the way you'd correct a person.
Use the 2026 price book, not last year's.
Got it. Switched to 2026 and re-priced 4 lines.
Read requestDrawingPricing - 03
Save your process
A written procedure and a flowchart. Every run follows the version you approved.
- Read the document
- Find job requirements
- Limits & dates OK?
- Endorsements OK?
- Lien waiver on file?
- W-9 on file?
Change anything. Any time.
Any step, any rule, any approval. Say what changed. Approve the new version.
- Update compliance log
- Check this customer's historyAdded
- COI expired?Changed
- Place or release pay hold
- You release paymentRepeat customers: skip
- Limits & dates OK?
Add a step after “Update compliance log”: check this customer's history and flag anything unusual.
Step added
New rule: COI expired → hold payment.
Rule changed
Repeat customers under the limit don't need my approval anymore.
Approval changed
Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.
Your rules. Exactly.
Written once in plain English. Followed every time.
- COI expired? Hold payment
- No lien waiver? Hold payment
- Expires within 30 days? Request renewal
Never, on any run
- Release a hold on its own
- Accept a COI that doesn't meet limits
- Waive a requirement
- Pay a vendor
Approvals, where you want them
It stops and asks you.
What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.
from your desk or your phone ↘
Hold Ridgeway's pay app #6?
Payments are held when anything required is missing.
Agent suggests: Hold and chase all three itemsOne item needs a look. Everything else checked out.
RIDGEWAY ELECTRIC · Job 2417 · Pay app #6
GL limits$1M / $2M · OK
UmbrellaRequired $5M · missing
Additional insuredRequired · missing
Lien waiverConditional · missing
W-9On file 2026
On hold$48,200.00
Review notes
- GL limits meet the job requirement
- Umbrella and additional insured missing
- Insurance agent copied on the request
Your team, before and after
| Today | With your agent | |
|---|---|---|
| COI checks | Spreadsheet, sometimes | Every document |
| Project accountants | Chasing paper | Managing jobs |
| Payment holds | Remembered | Automatic |
| Renewals | After expiry | 30 days before |
How many hours can you get back?
Your volume, your times, your labor cost. Estimates, not results.
Vendor documents × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Example for a mid-size GC: minutes cover reading the document, checking requirements, chasing and logging. Use your own numbers.
Questions owners ask us
Do we have to buy new software or connect anything?
No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.
How is the agent built?
You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.
Does it decide whether coverage is adequate?
It checks the certificate against the requirements you set for each job and trade. Anything that doesn't meet them goes to your team; it never waives a requirement.
Can we change the process later?
Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.
Where does it run, and is it safe?
On your computers, in your signed-in sessions. Logins are kept in a vault and never shown to the AI. Every run is recorded with screenshots, values read and approvals given.
Which vendors should we check first?
Bring your vendor list and requirements.
no new system. no integrations. ↗