Certificate of insurance expiry tracking and vendor reminders
Expired and expiring certificates of insurance flagged by vendor and project, with renewal requests sent before coverage lapses.
The problem
A subcontractor's certificate of insurance lapses and nobody notices until a claim, an audit or an owner asks. Tracking lives in a spreadsheet that one person maintains, and "no certificate on file" and "certificate expired" get mixed together even though they need different follow-up.
What we build
We bring certificates from Procore or your compliance list into one register, flag vendors with no certificate separately from lapsed ones, and run a scheduled check that alerts your team and requests a renewal from the vendor before the expiry date. Our production reporting build already tracks expired and expiring certificates with a chase list; this use case adds the reminders and renewal requests on top.
How it works
- 1
Build the register
Certificates, coverage types and expiry dates are pulled from Procore or a SharePoint list and matched to vendors and the projects they are working on.
- 2
Separate coverage from currency
Vendors with no certificate and vendors with a lapsed certificate are counted and listed separately, because one needs collecting and the other needs renewing.
- 3
Alert before expiry
A daily check finds certificates expiring within the windows you choose and notifies the project team and your compliance owner.
- 4
Request the renewal
The vendor receives a renewal request by email with what is expiring and where to send the new certificate; the template is approved by you and sent from your mailbox.
- 5
Close the loop
When a new certificate is uploaded the item drops off the chase list, and anything still open is visible in the register and in Power BI.
- Procore
- SharePoint
- Power Automate
- Outlook
- Microsoft Teams
- Power BI
The value it creates
Early warning
Expiring certificates are flagged before the date passes, while there is time to get a renewal before the vendor is on site uncovered.
Cost saved
Fewer lapses reduce the exposure that comes from work performed without current coverage; we count lapses on a fixed date before and after go-live.
Time saved
The renewal chase is sent automatically instead of from a spreadsheet one person maintains.
Visibility
One register shows coverage and currency by vendor and project for project teams, accounting and risk.
Proof
Related use cases
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Weekly owner update reports assembled from live project data
A weekly owner update built from live project data, with an optional AI-drafted narrative that a project manager reviews before it is sent.
Frequently asked questions
Can this block payment to a vendor with an expired certificate?
It can flag the vendor to accounts payable or add a hold step to your invoice approval workflow. Whether a lapse actually blocks payment is a policy decision we build to, not one we make for you.
Do you read the certificate PDFs?
The core workflow uses the expiry dates and coverage types already recorded in Procore or your list. Extracting dates and limits from certificate PDFs is possible as a document automation step, with a person checking the extracted values before they are saved.
What has Build Flows actually built here?
Our production reporting build includes a Vendor Insurance page that tracks vendors with and without certificates, expired certificates and certificates expiring within 30 days, with a chase list. The reminder and renewal-request workflow described here is a pattern we build to your process.
Next step
Which report or workflow would you like to improve?
Tell us what your team does today, which systems are involved, and what you want to change. We'll discuss whether there is a practical fit.
Prefer email? charley@buildflows.ai