Purchasing Guides / Vendor & Tenant Insurance Certificate Checks

Vendor & Tenant Insurance Certificate Checks

A guide to buying an AI workflow that checks vendor and tenant insurance documents against your requirements and flags gaps or expiry.

Yearly running cost

Assuming 4,800 certificates a year

By hand
$36K / year
1,200 hours of work
Subscription
$22.8K+ / year
This workflow
$204 / year
Machine usage only; setup, hosting and review are extra.
What should it check?

Check uploaded certificates, or also manage statuses and approved reminders in your property software.

One certificate includes up to 6 pages including endorsements.

Your team approves every status and request. It never approves a vendor or tenant for work or occupancy, never gives insurance advice and never contacts anyone without approval.

What is included

Read each certificate and its endorsements, record insurers, policies, limits and dates, compare them with the requirement set for that vendor or tenant, draft a request for anything short and keep an expiry list.

Start with your requirement sets by vendor type and lease type, the contract or lease clauses behind them and past certificates your team has already checked. The connected option reads vendor and tenant records from your software, saves the approved status back and sends approved renewal requests.

How reliable should the certificate check be?

Set targets for reading policy details correctly and finding genuine coverage shortfalls.

How these standards are measured

Test on held-out certificates your team has already checked, with short limits, missing additional insured endorsements, wrong certificate holders, expired policies and scanned copies included. Measure shortfalls found separately from false alarms. A result without the page and requirement counts as a failure.

Targets for your selected standard
What is checkedTarget
Certificate details read correctlyInsurers, policy numbers, coverage types, limits and dates read correctly, divided by all such details in the test certificates.≥97%
Shortfalls foundKnown shortfalls such as low limits, missing endorsements, wrong certificate holder or expired cover that are flagged, divided by all known shortfalls.≥95%
Flags that are realFlagged shortfalls your team confirms as real, divided by all flags raised on the test certificates.≥85%
Results with page and requirementEvery result must give the certificate or endorsement page and the requirement it was checked against.≥100%

A certificate is evidence of cover on the date it was issued, not the policy itself. Your team decides what to accept and when to ask for the policy or endorsements.

How quickly do you need a certificate checked?

Choose how quickly the requirement check should be ready after a certificate arrives. Your coordinator's review time is separate.

Timing details

Time from receiving a certificate to a stored requirement check, including page reading, matching to the vendor or tenant, queueing and retries. Confirm volumes at renewal peaks and hardware with your provider.

The target applies to at least 95% of agreed test runs, with 4 in progress at a time.

How much do you want to spend per certificate?

Set the AI processing budget for each certificate and its endorsements.

Cost details

Includes model calls for page reading, retries and a shared hosting allocation. Property or construction software, email service, your coordinator's time and the calling agent are separate. Each resubmitted certificate is another run.

Reference machine cost: $0.09 – 0.19 per certificate at 400 certificates a month. The selected cap is a target to test, not a replacement for this estimate.

Where do you want it to run?

Keep certificates and requirement sets in your cloud or on your own server. Choose whether certificate pages may go to an approved AI service.

Data and access details

Runs in a cloud account you control, with access controls and logs.

Only the certificate and endorsement pages being checked go to the selected external model. Agree access and retention first.

Limit access to the property and risk team, keep a record of every check and request, and keep vendor contact details out of logs. No external calls uses uploaded files and private inference; it cannot use the connected software option.

How do you want to use it?

Choose where you want to use it. You can select more than one.

Anything else your provider should know?

Optional. Your choices are included automatically.

Common questions

Do I need this if a certificate tracking service already works for us?

Not necessarily. If a tracking service follows your requirement sets and fits your volume, subscribe to it. Buy a workflow when certificates must stay in your environment, your requirements vary by lease or contract in ways a service does not handle, or you want the check inside your own software.

Does a certificate prove the vendor is covered?

No. A certificate is evidence of cover on the date issued. The workflow checks what the certificate and endorsements say against your requirements; your team decides when to ask for the policy itself.

Will it block vendors or hold payments?

No. It reports what is met, short or unclear. Your team decides whether a vendor works, a tenant moves in or a payment waits.

How are renewals handled?

It keeps a list of policies expiring soon. With the connected option it can send renewal requests you have approved, so cover is chased before it lapses.

Can I run it without sending certificates to an external AI service?

Yes. Choose no external calls and supply your own hardware. Measure reading quality and running cost during the pilot.

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