Vaultaproof walkthrough
COIs (ACORD 25), riders, and endorsements move through one dashboard. Here is how the process plays out in real life.
Three stages
Create your org, import document types, and set the rules for each vendor group. Vaultaproof auto-builds the reminder ladder at 90/60/30/15 days and day-of.
Send branded upload links (one-off or in bulk) from the Vendors screen. Every upload is logged, checked against your required types, and filed automatically.
Every link, upload, reminder, and review action is time-stamped in a history log. Download a status summary when someone asks for proof. For on-site checks, workers can present a QR code that instantly displays and lets supervisors download all current documents.
Preview
Example dashboard preview (mock data).
Dashboard
Real-time counts for expiring documents, vendors under review, and reminders fired. Use it to see what needs attention right now.
Documents tracked
482
+12 this week
Vendors monitored
164
+8 active
Expiries <30d
19
Escalated: 5
Renewal load
Magic link issuance
Generate secure upload links, throttle reminders, and watch receipt statuses in one table. Perfect for bulk onboarding.
Northstar Crane
COI
Blue Pine Carpentry
Workers Comp
Allied Rigging
Auto policy
Summit Concrete
Umbrella rider
Audit trail
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.
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
Vaultaproof queues emails and SMS at default offsets or the custom schedule you assign per document. Manual trigger available when clients call in.
30d
Email + SMS
14d
7d
SMS escalation
1d
Ops + legal
Visual renewals
Plot certificates on a calendar so finance, ops, and legal teams can see which week the next batch of expiries hits.
Reminder cadence
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
Upload your policies today and let Vaultaproof manage renewals and reminders.