Expired COIs discovered during a claim
The worst time to learn a subcontractor's coverage lapsed is after the incident. Manual tracking makes this inevitable at scale.
Use case
Certificates of insurance that are never expired.
If a vendor's COI lapses and something goes wrong, the liability lands on you. Cadence tracks every certificate, chases the renewals, and keeps the proof attached.
The problem
Chasing vendors by hand
Someone spends days each month emailing vendors for updated certificates, then filing PDFs into folders nobody can find later.
No proof of diligence
When the auditor or insurer asks how you verify coverage, a shared drive full of PDFs isn't a process.
How Cadence handles it
One item per certificate, with the details that matter
Store the current COI on the item alongside typed fields — carrier, policy number, coverage amount, line of coverage. Filter every certificate by coverage level; version history keeps every prior value and PDF.
Vendors fill in their own certificate details
Send a one-time secure link and the vendor enters the carrier, policy number, and coverage amounts themselves — no account, no re-keying from a PDF. Answers are validated and land on the item with a record of who submitted them.
Reminders ahead of every expiration
Cadence emails the responsible owner before coverage lapses, on a repeating schedule until the new certificate is uploaded and approved.
An audit trail that proves diligence
Every reminder sent, document uploaded, detail submitted, and approval recorded is logged with timestamps. Export it — coverage amounts included — when the auditor calls.
Keep every certificate current — automatically.
Track every renewal, approval, and signature in one place. Free 14-day trial, no credit card required.
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