Vendor Insurance Certificates

The insurance register shows every certificate your vendors have on file, what state each one is in, and what is about to expire.

When you’d use this

A vendor is about to start work and you need to confirm their general liability cover is in force.
You want to know which certificates lapse in the next 60 days.
An auditor asks for the coverage limits on one vendor’s workers compensation policy.
A vendor says they sent their certificate and you need to check whether it arrived.

Open the register

Go to Finance > Money Out > Vendor Insurance. One vendor’s certificates are also a click away from the vendor’s page: Manage certificates on its Insurance requirements card.

The page has three views:

Certificates: the register itself.
Expiring Soon: the Renewals due panel (certificates falling due in the next 30, 60 or 90 days) and Compliance documents due (W-9s, licenses and other documents expiring across all vendors, with alert counts by severity).
Insurance requirements: what each vendor type must carry.

Read the register

Four tiles count the register: Total Certificates, Active, Expiring Soon, Expired.
Filter the register by status, Active, Expiring Soon, Expired, Invalid, and by type: General Liability, Professional Liability, Workers Compensation, Auto Insurance, Umbrella.
Switch between grid and list. The list shows Vendor · Type · Carrier · Coverage · Expiry · Status.
Click a row or card to open Insurance Details, then View Vendor Profile → to go to the vendor.

Add, renew or expire a certificate

Add insurance certificate (top of the page): pick the vendor, the type, carrier, policy number, coverage and the effective and expiry dates. The expiry must be after the effective date.
Renew (in Insurance Details): enter the new expiry date. It must be after the current one. It updates the same certificate, so coverage stays continuous and the reminder ladder restarts from the new date.
Mark expired (in Insurance Details): for a policy cancelled before its expiry date. You confirm first; the vendor then stops counting as insured for that coverage until a renewal is saved.
Check certificate (in Insurance Details, when a certificate document is attached): reads the document and reports what it found against your requirements.

Set insurance requirements

On the Insurance requirements view, add one requirement per vendor type and insurance type: a Contractor must carry General Liability of at least an amount, for example, and optionally name you as additional insured. Every certificate, and the Insurance requirements card on each vendor’s page, is checked against these.

What the statuses mean. A certificate reads Expired once its expiry date has passed, Expiring Soon as it approaches, Active when it is in force, and Review Required when the policy is on file but does not meet the requirements you set for that vendor. The Invalid filter picks out exactly that last group: on file, but not sufficient.

How certificates get here

Two ways. A vendor submits their certificate of insurance through their own portal link (along with their W-9, business license and anything else you asked for), and it lands in this register. Or your team adds it with Add insurance certificate when the certificate arrives by email.

Who gets the expiry reminders

A worker runs every Monday at 08:00 UTC and picks up certificates expiring within 30 days.
Reminders go out on a 30, 14 and 7 day ladder, and a policy that is already past due stays on the last rung rather than going quiet.
The reminder goes to the vendor’s own organization email, with a link to their portal so they can upload the renewal themselves.
On the same 30, 14 and 7 day rungs, your team is told too: the vendor’s owner, or your organization’s admins when the vendor has no owner, gets a notification naming the vendor and the policy. It says whether the vendor was emailed, so a vendor with no email on file is never left unchased.
Your own vendor manager also gets in-app compliance alerts on a wider ladder, 90, 60, 30, 14, 7 and 0 days, rising from informational to critical.

A renewal starts the ladder again, so uploading or entering a renewed certificate stops the chasing.

Verifying a certificate from outside Muin

/verify-certificate/{verifyId} is Muin’s public verification page. It is not for vendor insurance: it verifies the signed certificates Muin issues to people, a volunteer hours letter, or a tax receipt, each carrying a QR code and a verify link.

Anyone can open it, with no account. It shows one of three answers:

“This letter is valid.”
“This letter expired on {date}.”
“This letter is invalid or has expired.”: the same answer for a tampered or unknown id, deliberately.

When the record is valid it also shows the volunteer, the total approved hours, the organization, the issue date, the valid-until date and the verify id. Dates are shown in UTC so two people in different time zones read the same thing.

What it affects

Certificate status feeds vendor compliance and the vendor risk score, where compliance is the largest weighted factor.
A lapsed certificate raises compliance alerts for your vendor manager and reminder emails to the vendor.
Adding, renewing or marking a certificate expired changes the vendor’s insurance check straight away.

When it goes wrong

What you see	What it means	How to clear it
“Failed to load insurance records. Please try again.”	The vendors service did not answer.	Reload the page.
“No insurance certificates yet” with three steps	Nothing has been recorded yet.	Click Add insurance certificate, or send the vendor their portal link and ask for the certificate.
“No insurance records found” / “Try adjusting your filter settings”	Your status or type filter excludes everything.	Click Clear filters.
“Nothing due in the next {n} days”	Nothing expires inside that horizon. Already-expired certificates are in the register above, not in this panel.	Widen the horizon, and check the Expired tile.
“Upcoming renewals could not be loaded, so this list is not a statement that nothing is due.”	The renewals panel failed. An empty panel here does not mean you are safe.	Reload before relying on it.
A certificate marked Review Required	It is on file but does not meet the requirements set for that vendor, usually a coverage limit.	Open the details, compare against your requirement, and ask the vendor for an endorsement.

Next step

Vendor scorecards and risk: what insurance status feeds into.
Submitting invoices and documents as a vendor: the portal the vendor uploads through.
Vendor verification: credential checks beyond insurance.