Vendor Compliance: Certificates, W-9s and Licenses Kept Current
Muin collects every vendor's certificate of insurance, W-9 and license, reminds vendors until they send them, and holds bills while a vendor's insurance has lapsed.
Vendor Compliance is now available in Muin. It is for general contractors and property managers who work with many subcontractors and vendors.
The problem
A vendor’s certificate of insurance expires on a date nobody is watching. It stays in a folder until someone checks by hand, often after a claim. W-9s and licenses go the same way.
How it works
- Pick a requirement template: Construction or Property. It sets the insurance limits and documents every vendor must have.
- Import your vendor list from a CSV file, or add vendors one by one.
- Invite your vendors. Each one gets a private upload link by email.
- Muin reads each certificate and checks it against your requirements.
The board under Finance > Money Out > Vendor Compliance shows each vendor as Met, Expiring, Expired, Missing or Gap, for its certificate, W-9 and license. You can group it by job site.
Chasing
Muin reminds a vendor every 7 days until a valid document arrives. Reminders go by email, and by text message when the vendor agreed to texts. Before a certificate expires, the vendor gets a renewal notice 30, 14 and 7 days ahead.
A broker can send a certificate directly through a link that only accepts certificates for that one vendor. Certificates you already have can be uploaded in bulk; Muin matches each to a vendor.
Bills held while insurance has lapsed
When a vendor’s required insurance has lapsed, its bills are held in payment runs. The hold clears when an accepted certificate arrives. To pay one bill before then, a second person approves an override for that bill.
Bank changes held for a call-back
A change to a vendor’s bank account, remit-to address or contact details is held until a second person calls the vendor back on a number already on file. No payment goes to the vendor while the change is held.
What vendors get
Vendors pay nothing. Each one gets a portal link to see what you need, upload documents and see the payments you recorded. A vendor can also keep a free vendor account and choose, per customer, whether to share the same W-9 and certificates.
Pricing
Vendor Compliance is priced by active vendors each month, in tiers up to 25, 50, 150 and 400. See current prices on the Vendor Compliance page.