Vendor Compliance
In this section
Compliance statuses at a glance
Where you'll see compliance status
Vendor compliance helps you keep track of the documents your vendors are required to have on file, like certificates of insurance, W-9s, driver's licenses, and business licenses. This article covers how compliance status works, how to manage documents, and what happens as things approach or pass their expiry date.
Only available to companies with vendor compliance feature. If you don't see a Compliance tab on your vendor profiles, reach out to your account manager.
Compliance statuses at a glance
Each required document type on a vendor gets its own status:
| Status | What it means |
|---|---|
| 🟢 Compliant | A current, non-expired document is on file. |
| 🟡 Expiring Soon | A document is on file, but it expires within the next 30 days. |
| 🔴 Non-Compliant | The document is missing, or the one on file has expired. |
| 🟠Incomplete | Nothing has been uploaded yet for this document type. |
| ⚪ Exempt | This vendor has been manually marked as not needing this document type. |
A vendor's overall compliance badge (the one you see in the vendor profile header and in the All Vendors list) reflects the most urgent status across all of its document types. Non-Compliant takes priority, then Expiring Soon, then Incomplete, then Compliant.
Where you'll see compliance status
- Vendor profile header: A compliance badge sits above the vendor's name (separate from status badges like Active or Preferred). Click it to jump straight to the Compliance tab.
- All Vendors list: A Compliance column shows each vendor's overall status, and you can filter the list, for example to pull up every Non-Compliant vendor at once.
- Compliance tab: On the vendor's profile, this lists every required document type with its own status and next expiry date.
Managing compliance documents
Open a vendor's profile and go to the Compliance tab. You'll see a row for each required document type, sorted alphabetically. Click any row to open the Compliance Document Drawer.
From the drawer, you can:
- Preview a file by clicking it, right inline, no downloading needed.
- Upload a new document by dragging it in or clicking to browse.
- Set an expiry date after uploading. If you don't have it on hand yet, you can skip it and add it later, the upload won't be blocked.
- Archive an old document once it's replaced. Archived files are hidden by default but can be shown with a toggle, and archiving never deletes the file.
- Mark a vendor Exempt for a document type that doesn't apply to them. Exempt types don't count against that vendor's compliance status.
What happens when a document expires
- 30 days out: the document type switches to Expiring Soon, both on that row and in the vendor's overall badge. This is your heads-up to follow up with the vendor before there's a gap.
- On the expiry date: if there's no other current file covering that document type, it becomes Non-Compliant.
- No expiry date on file? A document marked as never expiring keeps that type Compliant indefinitely; it won't move to Expiring Soon or Non-Compliant.
- Uploading a replacement before the old one expires updates the status automatically. There's nothing to manually reset.
A note on permissions
If your role is Viewer, you can see compliance statuses and preview documents, but you won't be able to upload, archive, or change exemption status. Reach out to an admin on your team if something needs updating.