Track vendor insurance certificates and chase renewals before they lapse
Every Monday, WebRun opens the vendor COI tracker in Google Sheets, checks each vendor's certificate-of-insurance expiry date, flags any certificates expiring within 30 days, cross-references active work orders in Vantaca to prioritize vendors currently on site, and drafts a renewal request email to each at-risk vendor for the manager to approve and send.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically track vendor insurance certificate expiry for my HOA?
WebRun checks the Google Sheets vendor COI tracker every Monday, calculates days to expiry for each certificate, and cross-references active Vantaca work orders to prioritize vendors currently on site. Vendors expiring within 30 days get a renewal request draft in Gmail. The manager approves every email before it reaches a vendor.
- No vendor works on HOA property with an expired certificate of insurance
- Renewal requests are drafted 30 days early so vendors have time to renew before a lapse
- Active vendors with near-expiry COIs are flagged first to prevent work stoppages
Built for HOA management companies · community association managers · risk and compliance staff · property managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.vantaca.comin a real browser with your saved login - no setup, no API keys. -
1
Vantaca - check active vendor work orders
vantaca.com
WebRun opens Vantaca to check active vendor work orders. - Open Vantaca and pull the list of vendors with active or recently assigned work orders
- Note which vendors are currently engaged so their COI status is highest priority
Done when The list of active and recent vendors is captured for priority COI review.
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2
Google Sheets - review COI expiry dates and flag risks
google.com How to Automate Google Sheets
WebRun opens Google Sheets to review COI expiry dates and flag risks. - Open the vendor COI tracker sheet
- Calculate days remaining until each vendor's COI expiry date
- Flag vendors expiring within 30 days in amber and those already expired in red
- Sort the flagged list with active vendors (from Vantaca) at the top
- Update the tracker with any vendors whose COI was recently renewed
Done when The COI tracker is fully updated with expiry status and risk tier for every vendor.
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3
Gmail - draft renewal request emails
gmail.com How to Automate Gmail
WebRun opens Gmail to draft renewal request emails. - Draft a renewal request email for each at-risk vendor, noting the policy expiry date and requesting an updated certificate
- Prioritize the tone for active vendors: include a reminder that work cannot continue without a current COI on file
- Save all emails as Gmail drafts. The manager reviews and sends each one. Nothing goes to a vendor automatically
Done when COI renewal request drafts are queued in Gmail for every at-risk vendor, ready for manager review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it contact vendors about their expired COI automatically?
No. Renewal request emails are saved as Gmail drafts for the manager to review and send. The manager may want to adjust the message or pause a vendor relationship, so every outreach needs human approval.
How do I keep the COI tracker up to date when vendors renew?
When a vendor sends a new certificate, the manager updates the expiry date in the Google Sheets tracker. The next weekly run will read the new date and remove that vendor from the at-risk list.
Can it block expired vendors from being dispatched on new work orders?
Yes. The work order dispatch template checks the COI expiry date in the vendor roster before drafting a dispatch email. If a COI is expired, the vendor is flagged and the dispatch is held for manual selection.
Related templates
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