Every vendor.Every expiry.Cleared for site.

Policyhold monitors vendor compliance, extracts coverage from COIs, and routes renewals to the right people automatically. When mobilization week hits, your team already knows who can go on site.

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Vendor compliance · Live

Synced 2m ago

Workers' Comp
Harbor Steel Erectors
Active
Nov 15, 2026174 days
General Liability COI
Summit Electric Inc.
PendingReview required
May 28, 20263 days
Certificate of Insurance
Apex Mechanical LLC
Expired
Feb 14, 2026Expired

Extracted from COI

PolicyGL-8842-0193

Each occurrence$2,000,000

HolderSummit Electric Inc.

THE OPERATIONAL PROBLEM

Compliance breaks quietly. Liability does not.

If you have run vendor compliance for a GC, you have lived these moments. They are not edge cases. They are Tuesday.

That has happened to us, before there was a system that caught it first.

The spreadsheet looked current. It wasn’t.
Someone updated it weeks ago. Mobilization moved on. Nobody fully trusts the vendor list anymore.

The subcontractor is already on site.
General liability expired before anyone checked the COI. The work started. The exposure did too.

The audit request lands in someone’s inbox.
The team searches email, shared drives, and old vendor packets. Answers that should take minutes take days.

Renewals live on one coordinator’s calendar.
When they are out, or they leave, the reminders stop. Coverage lapses. Operations keeps moving.

One missing endorsement can stop a project cold.
Additional insured requirements get discovered after mobilization, not during packet review.

Your compliance coordinator is the backup system.
They chase vendors, re-key certificates, and hold the operational truth in their inbox. That is not a process. It is a person doing heroic work.

HOW IT WORKS

From vendor packet to site clearance without your team chasing it.

Policyhold runs the loop your compliance coordinators perform manually today: intake, review, renewal, escalation, and record-keeping. The system keeps working when the inbox gets busy.

Vendor packets arrive (upload or portal)

COIs, endorsements, and trade licenses enter through upload or your subcontractor portal. Attachments stop dying in email threads.

Critical fields extracted from the COI

Carrier, limits, policy numbers, and expiration dates are pulled automatically. Your coordinators stop re-keying certificates by hand.

Expiries monitored on every vendor

Coverage does not lapse silently while the job site moves. Status stays current, even when three projects mobilize the same week.

Renewal reminders sent automatically

Vendors get notices at 90, 30, and 7 days before expiry. Not from someone’s Outlook calendar. From the system.

Gaps escalate to the right owner

Missing endorsements, failed limits, and ignored reminders route to compliance and operations before mobilization, not after.

Audit history stays current

Approvals, blocks, uploads, and status changes are timestamped. When the owner asks for proof, your team pulls records, not panic-search inboxes.

Extracted from uploaded COI · Summit Electric Inc.

Review queue · 1 item

Carrier: Hartford Casualty
Policy number: GL-8842-0193
General aggregate: $2,000,000
Expiration: May 28, 2026

Approved by site compliance · pending additional insured endorsement

ENFORCEMENT

A folder of PDFs does not stop expired coverage.

Passive tracking tells you what you had last time someone looked. Policyhold applies your rules continuously so compliance does not depend on memory, hero coordinators, or a weekly spreadsheet review. The system enforces. Your team directs, not chases.

Mobilization blocked until the packet clears

Subcontractors do not get site access until COIs, endorsements, and trade requirements pass review. Informal email exceptions do not clear the gate.

Requirements by trade, project, and tier

Set what each vendor type must carry for a given job: GL limits, additional insured language, workers comp, so enforcement matches how you actually run work.

Escalation when vendors go quiet

Reminder delivered · awaiting response. If nothing moves, the gap escalates to your compliance owner, not another manual follow-up thread.

One place to check before clearing site

Operations sees who is approved, pending, or blocked for mobilization without calling three people or opening the spreadsheet nobody trusts.

Named approvers on exceptions

When a vendor needs a waiver or a document is accepted with conditions, the approver is on record. Not assumed. Not buried in a reply-all.

Every block and approval logged

Vendor blocked pending endorsement. COI approved by site compliance. The trail is there when liability questions come, calmly, with timestamps.

AUDIT READINESS

Audit-ready is normal operations, not a two-week scramble.

When an owner, insurer, or auditor asks for vendor proof, your team should not be reconstructing history from inboxes. Policyhold keeps the record current while work moves. Your coordinators pull the answer when the request lands.

Timestamped approvals, blocks, and uploads

Exportable compliance records per project

Named approvers on exceptions and waivers

Full document history, not forwarded copies

Compliance activity log

Project Riverside · live

COI approved

J. Rivera · Apex Mechanical LLC · Project Riverside

2026-03-12 14:02

Vendor blocked

M. Chen · Northline Concrete · Additional insured missing

2026-03-12 09:18

Reminder delivered

Summit Electric COI · 30 days · awaiting response

2026-03-11 16:45

Coverage limit below requirement

Harbor Steel · Riverside GL minimum not met

2026-03-11 08:30

Document uploaded

Contractor portal · Apex Mechanical · endorsement packet

2026-03-10 11:12

WHY TEAMS SWITCH

Spreadsheets record compliance. They do not enforce it.

Most GC teams outgrow the spreadsheet long before they outgrow the exposure. The file stays. The process does not scale.

Policyhold replaces the fragile loop, not just the tab everyone is afraid to edit.

How it runs today

Vendor truth scattered across inboxes and shared drives
Spreadsheet updated when someone has time
Renewals on a coordinator’s calendar
Compliance knowledge in one person’s head
Audit answers built under pressure
Hope the COI was still valid at mobilization

With Policyhold running

One place to check before clearing a subcontractor for site
Status monitored continuously; expiries do not wait for review day
90 / 30 / 7-day reminders and escalation, automatic
Approvals, blocks, and history anyone on the team can pull
Exportable records ready when the request lands
Blocked from site until the vendor packet clears

The system is already watching. Your team should not have to.

Stop depending on spreadsheets, memory, and one person’s inbox.

See how Policyhold runs vendor compliance for your projects: COI tracking, mobilization clearance, renewal enforcement, and audit records that stay current while the job site moves.

Book a walkthrough

Walk through your trade requirements, mobilization workflow, and audit cadence, not a slide deck about “compliance transformation.”