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Capability template for procurement and suppliers

Vendor insurance certificate check

For a property manager collecting insurance certificates from service vendors: each certificate's fields set beside the requirements the team already approved, every stated expiration date listed, and draft requests for what is missing. The manager reviews gaps with the insurance adviser before accepting anything.

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The outcome

A certificate arrives in an inbox, and someone has to find out whether it says what the team asked for. This capability does that reading the same way every time. For each vendor it sets the certificate's fields beside your approved requirement sheet, line by line: the insured name, the certificate holder, each limit, each extra term the sheet asks for, and the dates. Where a field matches, it says so. Where it differs or is missing, it says exactly what the certificate shows and what the sheet lists. It covers vendors only; tenant certificates are out of scope.

You also get one list of every expiration date the certificates state, soonest first, so a lapse is seen weeks ahead rather than when something goes wrong in a building. Every vendor with a missing document has a draft request ready for the manager to read, edit and send.

The assistant judges nothing about coverage. It does not say whether a limit is enough, whether an endorsement works or whether a vendor should be accepted. It quotes endorsement wording and passes it to the insurance adviser. The property manager reviews the gaps with the adviser and decides what is accepted.

Who starts the work, and when

A property manager, or the property administrator working for one, starts it when new certificates come in from vendors, or on a set date each quarter to check the whole roster. The assistant needs the requirement sheet your team has already approved. It does not write one.

The property manager decides. The insurance adviser is the person the manager reviews each gap with before any certificate is accepted.

What they supply

  • The requirement sheet: the coverages, minimum limits, limit bases and extra terms your team has approved, by type of vendor, with who approved it and when.
  • The vendor roster: each vendor's name, type of work, the properties it serves, whether a certificate is on file, and a contact.
  • The certificates, pasted or typed in as text, one per vendor, with any endorsement pages supplied.
  • A few settings: today's date, the certificate holder wording you require, how many days ahead to flag an expiry, the names of the portfolio and the sheet, and the reply date for requests, if you set one.

No connection to email, a document system or any insurer is needed, and none is asked for. The assistant never asks for a password or a login code.

What comes out

One check in nine parts, in a fixed order:

  1. The basis: the sheet used, who approved it and the settings.
  2. Vendors at a glance: certificate on file or not, items to review, documents to request, earliest stated expiry.
  3. The field comparison, vendor by vendor.
  4. Every stated expiration date, soonest first.
  5. Missing documents.
  6. Questions for the insurance adviser, with endorsement wording quoted as written.
  7. Draft requests, one per vendor with something missing, marked as not sent.
  8. What was not checked.
  9. A blank decision line for the property manager.

An invented example

Illustrative example with invented data. The management company, the owner, the vendors, the insurers, the producers, the policy numbers, the dates and every figure below are invented. The property manager at an invented management company is checking the certificates of four service vendors across two buildings. Nothing here is a real organization's record.

The inputs

1. Requirement sheet (approved by the team)

Approved by: regional property manager and the insurance adviser, on 2 February 2026
row,vendor_type,coverage,minimum,basis,extra_term
1,All,General liability,"$1,000,000",each occurrence,Additional insured
2,All,General liability,"$2,000,000",general aggregate,none
3,All,Workers' compensation,Present,n/a,Waiver of subrogation
4,"Landscaping, Roofing",Auto liability,"$1,000,000",combined single limit,none
5,"Elevator, Roofing",Umbrella or excess,"$5,000,000",each occurrence,none

2. Vendor roster

vendor,vendor_type,properties,certificate_status,contact
Vendor A Cleaning Co.,Cleaning,Buildings 1 and 2,Received 4 November 2026,Contact at Vendor A
Vendor B Grounds Inc,Landscaping,Building 1,Received 20 March 2026,Contact at Vendor B
Vendor C Lift Services,Elevator,Building 2,Received 6 July 2026,Contact at Vendor C
Vendor D Roofing,Roofing,Building 2,None received; requested 20 October 2026,Contact at Vendor D

3. Settings

Portfolio: Buildings 1 and 2
Requirement sheet name: Vendor insurance requirements 2026
As-of date: 16 November 2026
Date format: day, month name, year
Required certificate holder: Owner Entity X, c/o Management Company Y
Expiry window: 30 days
Endorsement copies: requested whenever additional insured is marked Yes
Reply-by date: 30 November 2026
Sign-off: Property manager, Management Company Y

4. Certificate for Vendor A

Insured: Vendor A Cleaning Co.
Issued: 4 November 2026 by Producer A
Certificate holder: Owner Entity X, c/o Management Company Y
Coverage 1: General liability. Insurer A. Policy GL-A-001.
  1 January 2026 to 1 January 2027. Each occurrence $1,000,000.
  General aggregate $2,000,000. Additional insured box: Yes.
Coverage 2: Workers' compensation. Insurer A. Policy WC-A-001.
  1 January 2026 to 1 January 2027. Waiver of subrogation box: Yes.
Endorsement pages supplied: none.

5. Certificate for Vendor B

Insured: Vendor B Grounds Inc
Issued: 17 March 2026 by Producer B
Certificate holder: Owner Entity X
Coverage 1: General liability. Insurer B. Policy GL-B-77.
  15 March 2026 to 15 March 2027. Each occurrence $500,000.
  General aggregate $1,000,000. Additional insured box: Yes.
Coverage 2: Auto liability. Insurer B. Policy AU-B-12.
  10 November 2025 to 10 November 2026. Combined single limit $1,000,000.
Endorsement pages supplied: 1 page. Form wording reads "Additional
  insured where required by written contract."

6. Certificate for Vendor C

Insured: Vendor C Lift Services LLC
Issued: 6 July 2026 by Producer C
Certificate holder: Owner Entity X, c/o Management Company Y
Coverage 1: General liability. Insurer C. Policy GL-C-5.
  1 July 2026 to 1 July 2027. Each occurrence $2,000,000.
  General aggregate $4,000,000. Additional insured box: Yes.
Coverage 2: Workers' compensation. Insurer C. Policy WC-C-9.
  1 July 2026 to 1 July 2027. Waiver of subrogation box: No.
Coverage 3: Umbrella. Insurer C. Policy UM-C-3.
  1 December 2025 to 10 December 2026. Each occurrence $5,000,000.
Endorsement pages supplied: 2 pages. Form wording reads "Blanket
  additional insured, ongoing operations."

Vendor D has no certificate.

What the capability returned

VENDOR INSURANCE CERTIFICATE CHECK: Buildings 1 and 2, as of 16 November 2026

1. BASIS

Requirement sheet: Vendor insurance requirements 2026, approved by the regional property manager and the insurance adviser on 2 February 2026. Required certificate holder: Owner Entity X, c/o Management Company Y. Expiry window: 30 days. Endorsement copies: requested whenever additional insured is marked. Reply-by date: 30 November 2026.

2. VENDORS AT A GLANCE

  • Vendor A Cleaning Co. (Cleaning): certificate received 4 November 2026; items to review 0; documents to request 1; earliest stated expiry 1 January 2027, current; draft request yes.
  • Vendor B Grounds Inc (Landscaping): certificate received 20 March 2026; items to review 5; documents to request 3; earliest stated expiry 10 November 2026, expired; draft request yes.
  • Vendor C Lift Services (Elevator): certificate received 6 July 2026; items to review 3; documents to request 3; earliest stated expiry 10 December 2026, expiring within the window; draft request yes.
  • Vendor D Roofing (Roofing): certificate not on file; items to review not checked; documents to request 1; earliest stated expiry none; draft request yes.

3. FIELD COMPARISON

Vendor A Cleaning Co. (Cleaning): certificate issued 4 November 2026 by Producer A

  • Insured name: Same.
  • Certificate holder: Same.
  • Row 1, General liability, each occurrence, minimum $1,000,000: shown $1,000,000 (Insurer A, policy GL-A-001). Limit: Meets. Term, additional insured: Shown. Dates: 1 January 2026 to 1 January 2027, current, 46 days left.
  • Row 2, General liability, general aggregate, minimum $2,000,000: shown $2,000,000 (Insurer A, policy GL-A-001). Limit: Meets. Term: none required. Dates: 1 January 2026 to 1 January 2027, current, 46 days left.
  • Row 3, Workers' compensation, minimum Present: shown (Insurer A, policy WC-A-001). Limit: Present. Term, waiver of subrogation: Shown. Dates: 1 January 2026 to 1 January 2027, current, 46 days left.
  • Endorsements supplied: none.

Items to review: 0.

Vendor B Grounds Inc (Landscaping): certificate issued 17 March 2026 by Producer B

  • Insured name: Same.
  • Certificate holder: Differs. Certificate says "Owner Entity X"; required "Owner Entity X, c/o Management Company Y".
  • Row 1, General liability, each occurrence, minimum $1,000,000: shown $500,000 (Insurer B, policy GL-B-77). Limit: Below by $500,000. Term, additional insured: Shown. Dates: 15 March 2026 to 15 March 2027, current, 119 days left.
  • Row 2, General liability, general aggregate, minimum $2,000,000: shown $1,000,000 (Insurer B, policy GL-B-77). Limit: Below by $1,000,000. Term: none required. Dates: 15 March 2026 to 15 March 2027, current, 119 days left.
  • Row 3, Workers' compensation, minimum Present: Not shown.
  • Row 4, Auto liability, combined single limit, minimum $1,000,000: shown $1,000,000 (Insurer B, policy AU-B-12). Limit: Meets. Term: none required. Dates: 10 November 2025 to 10 November 2026, expired, 6 days ago.
  • Endorsements supplied: 1 page, wording "Additional insured where required by written contract."

Items to review: 5. Holder differs; row 1 below; row 2 below; row 3 not shown; row 4 expired.

Vendor C Lift Services (Elevator): certificate issued 6 July 2026 by Producer C

  • Insured name: Differs. Certificate says "Vendor C Lift Services LLC"; roster says "Vendor C Lift Services".
  • Certificate holder: Same.
  • Row 1, General liability, each occurrence, minimum $1,000,000: shown $2,000,000 (Insurer C, policy GL-C-5). Limit: Meets. Term, additional insured: Shown. Dates: 1 July 2026 to 1 July 2027, current, 227 days left.
  • Row 2, General liability, general aggregate, minimum $2,000,000: shown $4,000,000 (Insurer C, policy GL-C-5). Limit: Meets. Term: none required. Dates: 1 July 2026 to 1 July 2027, current, 227 days left.
  • Row 3, Workers' compensation, minimum Present: shown (Insurer C, policy WC-C-9). Limit: Present. Term, waiver of subrogation: Marked No. Dates: 1 July 2026 to 1 July 2027, current, 227 days left.
  • Row 5, Umbrella or excess, each occurrence, minimum $5,000,000: shown $5,000,000 (Insurer C, policy UM-C-3, certificate says "Umbrella"). Limit: Meets. Term: none required. Dates: 1 December 2025 to 10 December 2026, expiring within the window, 24 days left.
  • Endorsements supplied: 2 pages, one wording given: "Blanket additional insured, ongoing operations."

Items to review: 3. Insured name differs; row 3 waiver marked No; row 5 expiring within the window.

Vendor D Roofing (Roofing): no certificate on file. Lines that apply: rows 1, 2, 3, 4 and 5.

4. STATED EXPIRATION DATES

  • 10 November 2026: Vendor B Grounds Inc, auto liability, policy AU-B-12: expired, 6 days ago.
  • 10 December 2026: Vendor C Lift Services, umbrella, policy UM-C-3: expiring within the window, 24 days left.
  • 1 January 2027: Vendor A Cleaning Co., general liability, policy GL-A-001: current, 46 days left.
  • 1 January 2027: Vendor A Cleaning Co., workers' compensation, policy WC-A-001: current, 46 days left.
  • 15 March 2027: Vendor B Grounds Inc, general liability, policy GL-B-77: current, 119 days left.
  • 1 July 2027: Vendor C Lift Services, general liability, policy GL-C-5: current, 227 days left.
  • 1 July 2027: Vendor C Lift Services, workers' compensation, policy WC-C-9: current, 227 days left.

5. MISSING DOCUMENTS

  • Vendor A Cleaning Co.: copy of the additional insured endorsement (box marked Yes, no pages supplied, copies requested).
  • Vendor B Grounds Inc: a workers' compensation certificate (not shown); a current auto liability certificate (policy AU-B-12 ended 10 November 2026); a certificate showing the required holder wording.
  • Vendor C Lift Services: a certificate showing waiver of subrogation (box on WC-C-9 marked No); the renewal certificate for the umbrella (policy UM-C-3 ends 10 December 2026, 24 days left); confirmation of the vendor's name.
  • Vendor D Roofing: certificates for rows 1 to 5 and an endorsement copy if additional insured is marked.

6. QUESTIONS FOR THE INSURANCE ADVISER

  • Vendor B Grounds Inc: the endorsement page reads "Additional insured where required by written contract." Does it meet the sheet's additional insured line?
  • Vendor B Grounds Inc: general liability shows $500,000 each occurrence against $1,000,000, and $1,000,000 general aggregate against $2,000,000. The sheet does not say how a vendor below its minimums is handled. How does the team want this handled?
  • Vendor C Lift Services: the endorsement pages read "Blanket additional insured, ongoing operations." Does that meet the sheet's additional insured line?
  • Vendor C Lift Services: the waiver of subrogation box on policy WC-C-9 is marked No against a sheet line that requires it. How does the team want this handled?
  • Vendor C Lift Services: the certificate names "Vendor C Lift Services LLC"; the roster says "Vendor C Lift Services". Is this the same business?

7. DRAFT REQUESTS (not sent)

DRAFT, not sent. To: Contact at Vendor A. Subject: Endorsement copy for Buildings 1 and 2.

  1. The certificate issued 4 November 2026 marks additional insured as Yes. Please send a copy of the additional insured endorsement.

Please reply by 30 November 2026. Property manager, Management Company Y

DRAFT, not sent. To: Contact at Vendor B. Subject: Insurance documents for Building 1.

  1. Please send a workers' compensation certificate. The certificate we hold, issued 17 March 2026, does not show this cover.
  2. Please send a current auto liability certificate. The policy shown, AU-B-12, ended on 10 November 2026.
  3. Please send a certificate showing the holder as "Owner Entity X, c/o Management Company Y". The one we hold shows "Owner Entity X".

Please reply by 30 November 2026. Property manager, Management Company Y

DRAFT, not sent. To: Contact at Vendor C. Subject: Insurance documents for Building 2.

  1. The workers' compensation entry, policy WC-C-9, has the waiver of subrogation box marked No. Our requirement sheet lists a waiver of subrogation. Please send a certificate that shows it, if one applies.
  2. The umbrella policy UM-C-3 ends on 10 December 2026. Please send the renewal certificate when it is issued.
  3. The certificate names "Vendor C Lift Services LLC". Please confirm the full legal name of your business.

Please reply by 30 November 2026. Property manager, Management Company Y

DRAFT, not sent. To: Contact at Vendor D. Subject: Insurance certificates for Building 2.

  1. We asked for your certificates on 20 October 2026 and have none on file. Our requirement sheet lists: general liability, $1,000,000 each occurrence (additional insured) and $2,000,000 general aggregate; workers' compensation (waiver of subrogation); auto liability, $1,000,000 combined single limit; and umbrella or excess, $5,000,000 each occurrence. Please send your certificate.
  2. Please show the holder as "Owner Entity X, c/o Management Company Y".
  3. If additional insured is marked, please send a copy of the endorsement.

Please reply by 30 November 2026. Property manager, Management Company Y

8. NOT CHECKED

Policy wording; whether any endorsement does what its title suggests; whether a limit is adequate; whether a certificate is genuine or current with the producer or insurer; insurer standing; anything outside the certificates supplied. Vendor D was not checked because no certificate is on file.

9. DECISION

Accepted, not accepted or held, by vendor: ______ Reviewed with the insurance adviser on: ______ Signed (property manager): ______

How the figures trace

  • Days left are calendar days from 16 November 2026: to 10 December 2026 is 24; to 1 January 2027 is 46; to 15 March 2027 is 119; to 1 July 2027 is 227. 10 November 2026 is 6 days before the as-of date.
  • Vendor B's shortfalls: $1,000,000 minus $500,000 is $500,000; $2,000,000 minus $1,000,000 is $1,000,000.
  • Documents to request: Vendor A 1 (endorsement copy); Vendor B 3 (workers' compensation, auto liability, holder); Vendor C 3 (waiver, umbrella renewal, name); Vendor D 1 (no certificate). Vendor B's two low limits are for the adviser and are not in its draft.
  • Items to review: Vendor A 0; Vendor B 5 (holder, rows 1, 2, 3 and 4); Vendor C 3 (name, row 3 waiver, row 5 dates).

Where it fits

It is not a safety review of a contractor; contractor safety prequalification does that. It does not review your own business policies; business insurance renewal review does that. This one reads vendors' certificates against your sheet.

What has to change for your company

  • Your requirement sheet. Bring the one your team and adviser have approved. The capability will not invent minimums.
  • Your vendor types. Name the types on your roster so the right lines of the sheet apply to each vendor.
  • Your certificate holder wording, exactly as you want it to read.
  • Your expiry window. Thirty days is the default.
  • Who you review with. Name the insurance adviser and who stands in.
  • Which endorsement copies you ask for. The default asks for a copy whenever the certificate marks additional insured as shown.
  • Your platform. It runs in ChatGPT, Claude, Copilot or Gemini. Decide which documents the assistant may read.

The capability gives no insurance advice and no opinion on whether any cover is adequate or any wording works. It declines those questions and names them for your adviser.

What has been checked

Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example in Claude on 10 November 2026, in a second run made by the model that revised it; the record is published with it. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.

Testing in your environment means running it on a few vendors whose certificates your manager already knows well, plus cases written in advance with expected results: a limit below the sheet, a policy that has expired, a vendor type the sheet does not cover, a certificate for a differently named company, endorsement pages listed but not supplied. The property manager checks every field and every date against the certificates before anyone relies on the result. Pilot acceptance-test preparation builds that test set, and what we test before we call an AI workflow ready describes the record we keep.

The full capability template

Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.

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Next step

Put this capability to work for your team: on your plan, or built with you in a sprint.

Put this on your plan

Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it.

Build this in a sprint

In a sprint, Fully Powered adapts this capability template to your rules, proves it on your own work and puts it in the hands of the roles that own it.

Two ways to begin:

Rather talk it through first? Book a fit callDiscuss adapting this

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  • Business insurance renewal review

    Before the business insurance renews, the owner gets one pack: every policy with insurer, limits, deductibles, premium and dates; renewal terms beside expiring ones, every change marked; what changed in the business; claims; and questions for the broker. The broker and the owner decide all cover.

  • Vendor renewal review

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