Vaultaproof walkthrough

Sign up, send the link, audit forever.

COIs (Acord 25), riders, and endorsements all flow through the same central console. Here is how the process plays out in real life.

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Pending or needs review? You can update a document manually anytime, and Vaultaproof reruns nightly checks to clear pending items automatically. No need to panic—everything is revalidated every night.

Three stages

From zero to audit-ready.

Stage 1

Spin up your console

Create your org, import document types, and set the compliance rules for each vendor group. Vaultaproof auto-builds the reminder ladder at 90/60/30/15 days and day-of.

01
Stage 2

Invite your vendors

Send branded magic links or bulk issue requests from the Vendors screen. Every upload is fingerprinted, checked against your policy, and filed automatically.

02
Stage 3

Track, prove, escalate

Monitor the history log, trigger manual reminders, and export proof packages when clients ask for evidence.

03

Dashboard

Central console

Real-time counts for expiring documents, vendors under review, and reminders fired. Use it to see what needs attention right now.

KPIsLive signal

Documents tracked

482

+12 this week

Vendors monitored

164

+8 active

Expiries <30d

19

Escalated: 5

Renewal load

Magic link issuance

Vendor requests

Generate secure upload links, throttle reminders, and watch receipt statuses in one table. Perfect for bulk onboarding.

VendorsLive signal

Northstar Crane

COI

Accepted

Blue Pine Carpentry

Workers Comp

Awaiting file

Allied Rigging

Auto policy

Reviewing

Summit Concrete

Umbrella rider

Reminder sent

Audit trail

History log

Every magic link, upload, reminder, and upgrade request is recorded with timestamps, vendor info, and metadata for a locked-in history of every COI decision.

LogLive signal

09:14

Reminder sent

Auto policy for Allied Rigging

09:03

Upload received

Umbrella rider from Summit Concrete

08:51

Magic link opened

Blue Pine Carpentry

Reminder runner

Alert automation

Vaultaproof queues emails and SMS at default offsets or the custom schedule you assign per document. Manual trigger available when clients call in.

RemindersLive signal

30d

Email + SMS

Queued

14d

Email

Queued

7d

SMS escalation

Queued

1d

Ops + legal

Queued

Visual renewals

Compliance calendar

Plot certificates on a calendar so finance, ops, and legal teams can see which week the next batch of expiries hits.

CalendarLive signal
MTWTFSS
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Reminder cadence

No renewal surprises.

Vaultaproof ships with best-practice offsets but you can pause, advance, or annotate any document.

90d

Early notice

60d

Follow-up

30d

Ops check-in

15d

Final reminder set

0d

Day-of expiry notice

Ready to launch

Make audits boring on purpose.

Upload your policies today and let Vaultaproof manage renewals and reminders.

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