Vendor context
Legal entity, property, event, trade, owner, and contacts
Run every vendor file from first request through renewal.
DueFiles connects the assigned requirement, submitted packet, structured evidence, open gaps, confirmed decision, and renewal work in one decision-ready vendor file.
Action queue
SAMPLE WORKSPACE88%
Reviewed & clear
3
Need action
2
Expiring soon
Evergreen Landscaping
Willow Creek · Landscaping
Atlas HVAC
Midtown Lofts · HVAC
Northline Janitorial
Parkside Commons · Janitorial
Every decision links back to document evidence.
Vendor file
One vendor file that can answer the decision.
A vendor record becomes operational when it carries both the status and the reasoning. DueFiles keeps the business context, insurance standard, submitted evidence, review work, and renewal history together.
Open a vendor and see the legal entity, property or event, trade, assigned requirement set, document packet, structured certificate fields, detected forms, requirement results, earliest expiry, reviewer state, and next action. The operator does not need to reconstruct the decision from a folder, spreadsheet, and email chain.
That shared record gives each participant the right level of detail. Coordinators work the open gap. Risk leaders inspect the requirement and evidence. Property teams see whether work is ready to proceed. Vendors and brokers see what to submit. Leaders see the portfolio without flattening every decision into a document count.
Assigned standard
Coverage, limits, entities, forms, and date rules
Submitted evidence
Certificate fields, forms, confidence, and source context
Operating state
Status, open gaps, reviewer, next action, and renewal
Requirement to renewal
Every step advances the same file.
The requirement-to-renewal workflow keeps the vendor, assigned requirement, packet, review decision, and next action attached through every handoff.
- 01
Set the requirement
Define coverage lines, limits, entities, forms, and date rules for each trade, property, or program.
- 02
Collect the packet
Send one direct link to the vendor or broker. They submit for the assigned vendor without creating an account.
- 03
Map the evidence
DueFiles structures certificate fields and detected forms, then connects them to the assigned requirement.
- 04
Identify open gaps
Short limits, missing forms, entity mismatches, expired policies, and uncertain fields become specific actions.
- 05
Confirm the decision
Authorized reviewers approve the file, reject uncertain extraction, or record an exception with its context.
- 06
Manage renewal
Expiration windows, follow-up activity, replacement submissions, and the complete review history stay connected.
Vendor upload
Collection starts with a request the recipient can complete.
The submission view identifies the requesting organization, assigned vendor, and documents expected for the file. The vendor can send the same path to the broker without creating an operator account.
Every submission arrives with its vendor and organization context. That matters when a coordinator manages many properties, projects, or one-time participants at once. The packet does not enter a general inbox where someone must decide which record it belongs to.
When a replacement packet arrives, DueFiles runs the same requirement comparison and updates the work that remains. The outside participant receives a direct request. The internal team retains the complete history.
Request from Harborstone Property Group
Evergreen Landscaping
What to send
- ACORD 25 certificate of liability insurance
- CG 20 10 additional insured, ongoing operations
- CG 20 37 additional insured, completed operations
- CG 24 04 waiver of subrogation
No DueFiles account required
Evergreen Landscaping
Requirement results
Commercial general liability
$1M each occurrence
Additional insured, completed operations
CG 20 37 not found in packet
Certificate holder
Harborstone Property Group
Policy number
Low-confidence extraction
Next action: request the completed-operations endorsement.
Requirement review
Requirement results name the open gap.
DueFiles evaluates the parts of the file independently. A policy can meet its limit while the packet still lacks the required completed-operations endorsement. An entity can appear as certificate holder without satisfying the configured additional-insured evidence.
Each result carries the configured rule and available evidence. Operators can distinguish a failed requirement from an extraction that still needs review. The next action names the correction instead of sending a generic “not compliant” message back to the vendor.
Product capabilities
Every capability completes a specific part of the operation.
The product is organized around the decision-ready vendor file, not a collection of disconnected feature tabs.
Assigned requirement
Model coverage lines, limits, required entities, endorsement forms, and date rules by trade, property, event, or program.
Vendor and broker submission
Issue one direct submission path that works without a new account and keeps the packet tied to the assigned vendor.
Mapped document evidence
Review ACORD fields, per-field confidence, detected forms, and source context before confirming the result.
Requirement results
See which checks meet the standard, which create an open gap, and which need review across limits, entities, dates, and forms.
Confirmed decision
Keep uncertain and unreviewed submissions pending, then record approval, rejection, or exception in the review history.
Renewal operation
Coordinate expiration windows, replacement requests, open gaps, and follow-up without breaking the vendor record into another system.
Review states
Pending means pending. A confirmed result means something.
DueFiles distinguishes no packet, extraction review, failed requirement, accepted exception, upcoming expiry, and confirmed status. Each state carries a next action.
Pending
No packet or an extraction still needs confirmation.
Open gap
A configured requirement does not match the submitted evidence.
Confirmed
An authorized reviewer completed the required review.
Expiring
The file is approaching its earliest policy expiration.
Riverside Plumbing
Review history
- 9:14
Submission received
Packet added through the vendor link
- 9:15
Open gap identified
CG 20 37 missing from the packet
- 10:02
Exception recorded
Reviewer note and decision retained
- 10:03
Renewal scheduled
Expiration window added to the queue
Requirement, evidence, reviewer, and next action stay connected.
Portfolio view
Harborstone Property Group
7
Active vendors
2
Need action
1
Expiring soon
Willow Creek
3 vendors
Midtown Lofts
2 vendors
River House
2 vendors
Role-specific views
Give each stakeholder the decision they need.
The coordinator, risk leader, property operator, executive, vendor, and broker should not have to use the same screen. They should work from the same underlying file.
Coordinators
A prioritized queue, exact gaps, submission history, and renewal actions.
Risk leaders
Requirement consistency, evidence, reviewer decisions, and exceptions.
Property operations
Ready-to-work status by property, project, trade, and deadline.
Leadership
Portfolio exposure, review load, expiration windows, and decision ownership.
Enterprise
Extend DueFiles across complex portfolios.
Enterprise brings portfolio structure, advanced identity, connected systems, tailored security requirements, procurement, implementation, retention requirements, and contractual controls into the DueFiles program.
Portfolio structure
Model business units, properties, projects, entities, and review ownership.
Identity and procurement
Align advanced identity, security review, retention, and contract requirements.
Connected systems
Define the records, status, events, and actions exchanged with core systems.
Implementation
Configure the requirement model, operating roles, rollout, and governance.
Product questions
See how the vendor file works.
What information belongs in a decision-ready vendor file?+
The vendor and operating context, assigned requirement, submitted packet, structured certificate fields, detected endorsement forms, requirement results, reviewer state, exceptions, follow-up activity, and renewal dates.
How does DueFiles handle uncertain document extraction?+
DueFiles preserves per-field confidence and sends uncertain critical fields to review. An operator can inspect the source context, approve the extraction, or reject it and request a cleaner submission.
What creates an open gap?+
A missing required coverage, short limit, entity mismatch, missing endorsement form, expired policy, date conflict, or another failed configured requirement creates a specific open gap with the available evidence.
How are exceptions recorded?+
An authorized reviewer records the exception with its notes. The vendor file retains that decision alongside the requirement result and activity history.
Can leaders see status without entering the review queue?+
Yes. Portfolio views summarize current status, open gaps, pending review, and expiration windows while preserving a path into the file behind every result.
Know who is ready to work, why, and what happens next.
Start with 10 vendors free, or design an Enterprise program around your portfolio, systems, and procurement requirements.