Finance/First-party starter playbook
Vendor certificate chaser
Track vendor and subcontractor insurance certificates, and request renewals before they lapse.
// what it does
- 01Read the register. Load every vendor row and list rows missing an expiry date or contact as setup problems.
- 02Find what needs action. Keep vendors whose certificate expires within the configured window, has already expired, or is missing entirely while they have an upcoming start date. Skip vendors already asked in the last 7 days according to the register.
- 03Draft the requests. For each vendor, write a short email to the vendor contact, copying their insurance agent if listed, asking for an updated certificate that names your company exactly as the required holder, and stating the expiry date and the date you need it by.
- 04[Approval gate] Review each request and its recipients before anything is sent.
- 05Send and log. Send the approved emails from Gmail and record the request date in the register.
- 06Escalate the urgent ones. Post to Slack any vendor that is expired or missing a certificate and due on site within 7 days, so someone can decide whether they can start.
// guardrails in the draft
Never tell a vendor they may or may not start work. Flag it; a person decides.
Never mark a certificate as received or change an expiry date. A person updates the register after checking the new certificate.
Send only to the contacts in the register, and never more than one request per vendor per week.
If the register's dates look wrong (expiry before issue, a year in the past), flag the row instead of acting on it.