Getting started with CertiTrack

Add your first vendor

Go to Vendors and click Add vendor. Name and email are the only required fields. Email matters because that's where reminders and portal links go. Everything else (contact, category, risk level, notes) is optional and can be added later.

Get their documents, two ways

Upload it yourself. Open the vendor, click Upload document, and drop in a PDF, JPG, or PNG. PDFs give the best results.

Or let the vendor upload it. Open the vendor, click Request documents, and choose which document types you need and how long the link stays open (24 hours to 7 days). They get an email with a secure link, and they don't need an account. You can add a short message, and you get a copy of the email. The link is unique to that vendor and stops working when it expires.

Let AI read the expiry date

Once a document is uploaded, CertiTrack reads it (usually in 5 to 15 seconds) and pulls out the expiry date, policy number, issuer, and coverage amount. You'll always see these before they count: check them, fix anything wrong, and confirm. Confirming is what schedules the reminders.

Some documents, like a W-9, don't expire. Leave the expiry date blank and the document counts as valid, with no reminders.

If a scan is too unclear to read, you'll get a simple form to type the details in by hand instead. Nothing is lost either way.

Reminders happen on their own

Four reminders are scheduled automatically: 90, 60, 30, and 7 days before the document expires. Each one emails your vendor a renewal link and, if you've turned it on in Settings › Notifications, copies your team too. You don't have to set any of this up.

Know where you stand

Every vendor has a compliance score: the percentage of their documents that are currently valid. The Dashboard shows this across all your vendors at once, along with what's expiring this month, what has already expired, and recent activity.