Subcontractor compliance management requires operations managers to manually track expiration dates across insurance, licenses, and training records, then chase down renewals through repeated emails and follow-ups.
Automation monitors all expiration dates continuously, sends renewal requests automatically on a schedule, validates incoming documents, and updates records in real time. the team stays compliant without the administrative burden.
The full workflow, from trigger to completion.
The automation platform monitors the compliance database daily. When a document is 30 days from expiration, the workflow is triggered.
The system retrieves the subcontractor's name, email, phone, and document type from the database.
A templated renewal request email is automatically composed and sent to the subcontractor, including a link to upload the updated certificate.
The renewal request is recorded as a task or activity, timestamped and linked to the subcontractor record.
The system waits for the subcontractor to reply or upload a document. If a file is received, it is automatically downloaded and stored.
The uploaded PDF is checked for validity and expiration date. If valid, the record is updated with the new expiration date and file location.
A message is sent to the operations channel confirming the renewal and updated compliance status.
If no response is received after 10 days, a second automated reminder is sent and the subcontractor is flagged for manual follow-up.
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