Supplier COI / W-9 / Certification Expiry Tracker

The problem this kills

You usually find out a supplier's certificate of insurance lapsed the same week you needed it - after an incident, during an audit, or when a customer asks for proof. The W-9 you need for tax season is two versions old. The quality cert that lets you buy from a vendor quietly expired three months ago and nobody noticed.

Today this lives in someone's head, a shared drive full of PDFs, and a spreadsheet that only gets looked at when there's already a problem. Nothing watches the dates for you. Nothing chases the supplier. And when a renewal does come in, it gets filed without anyone checking the coverage amount or the dates actually changed.

This Implementation Plan kills that. You build a tool that watches every expiry date, warns you early, asks the supplier for the new document automatically, and refuses to mark anything "current" until a real person has looked at it and accepted it.

What you'll build

A small, private web app - just for your team - that:

• Holds a document register: every supplier, every document type (COI, W-9, quality cert, compliance cert, license), issue date, expiry date, and the file itself.
• Computes days-to-expiry for every document, every day.
• Sends tiered alerts (for example 60, 30, and 7 days out) to the internal owner and, when you want, to the supplier directly - asking them to send the renewal.
• Collects the renewal upload from the supplier into secure storage.
• Stops at a human gate: a reviewer opens the new document, checks the coverage amount, dates, and that it's the right type, and only then accepts it. The record's expiry updates only on acceptance.
• Shows a compliance dashboard: a clear count and list of expired / expiring / current documents, with filters by supplier and type.
• Flags expired suppliers for PO hold so purchasing knows not to raise a new order against a lapsed vendor.
• Exports a clean CSV in the exact columns your existing system expects.

What's inside the Implementation Plan

• It interviews you first. Before it builds anything, the plan has the AI agent ask you about your real process - your document types and what you call them, your supplier ID scheme, your lead-time rules, your coverage minimums, who reviews and approves, and the messy exceptions (self-insured suppliers, blanket policies, "pending renewal" states). It reflects a short spec back, you confirm it, and only then does it build. You get a tool shaped around your business, not a generic template.
• A step-by-step build, where each step ends with a ready-to-paste prompt - no coding knowledge needed.
• The full data model: suppliers, contacts, document types with per-type lead times and coverage rules, documents with versions, and an audit log.
• The alert engine with tiered, per-type lead times.
• The supplier renewal request flow and upload handling.
• The reviewer acceptance gate and the dashboard.
• A "No API yet?" fallback so you can build the whole thing today from a spreadsheet, with documents stored in Supabase - no integration required.

The governance it includes (this is the point)

This isn't a toy. Governance is built in from the first step, because that's what makes it safe to run on real supplier data:

• Login so only your team can open the tool.
• Row-level security so a user only ever sees their own organization's suppliers and documents.
• A complete audit trail - who uploaded, who alerted, who accepted or rejected, and exactly when.
• A hard human-in-the-loop approval gate: a renewal upload never marks itself current. The AI and the supplier can draft and submit; a person reviews coverage, amounts, and dates, and only their acceptance commits the change.
• Duplicate guards so the same document version can't be processed or counted twice (the dedupe key is supplier + document type + version, and the latest accepted version is "current").

Who it's for

Procurement, accounts payable, and risk owners who are tired of finding out a supplier's insurance lapsed only when something goes wrong. If you manage vendor onboarding and you're the person who gets the angry email during an audit, this tool is for you - and you can build it yourself in an afternoon.

You've got this - paste the first prompt and let the agent interview you.