Recording vendor insurance document renewals

When a supplier sends a fresh certificate of insurance, the document must be linked to the correct vendor account and the expiry date entered before the old file is archived. Begin by opening the vendor’s profile, attaching the new PDF, and keying in the policy end date. Compare the new dates against the previous year’s figures to spot any gaps or reductions in coverage.

Recording the renewal

Create a new entry that lists the vendor name, policy number, coverage limits, and the new expiry date. If the coverage amount has changed, note the difference in the comments field so the next review highlights the shift.

Side‑by‑side comparison

Keep the prior policy’s expiry date visible alongside the new one. This makes it easy to see at a glance whether the window of protection has narrowed or expanded.

Illustrative update

A plumbing contractor submitted a renewal certificate with policy number PLB‑7777, replacing the earlier PLB‑4422 that expired 2024‑11‑30. The new policy runs through 2026‑02‑15, increasing the coverage window by over a year. The old PDF was moved to the archive, and the vendor’s profile now displays the updated date as the active reference.

Verification routine

• Is the new PDF attached to the vendor record?
• Does the entered expiry date match the document’s end date?
• Has the previous policy been archived or marked superseded?

The result of this process is that the next insurance audit can reference the current policy without sifting through last year’s paperwork.

Related: Cert Expiry Tracker features.