Vendor Compliance - Muin Docs

Vendor Compliance keeps every vendor’s certificate of insurance, W-9 and license current. Muin asks vendors for what is missing, reads what they send, and holds bills from a vendor whose required insurance has lapsed.

It is a Solution you add to a Muin plan. The Property Management and Subcontractor Management solutions include everything in Vendor Compliance. It is built for general contractors and property managers who work with many subcontractors and vendors.

When you’d use this

You need a certificate of insurance on file before a sub starts work.
Certificates expire and nobody notices until a claim.
You want bills held while a vendor’s insurance has lapsed.
Your auditor or insurer asks which vendors were covered on a date.

Get started

Open Vendor Compliance from your products. The page walks you through four steps.

Pick a requirement template: Construction or Property. It sets the insurance limits and documents every vendor must have. You can change the limits later.
Import your vendor list or add vendors. Each vendor needs a name and an email. See Import Vendors.
Invite them. Each vendor gets a private upload link by email. They do not need an account.
Muin chases until a valid document arrives.

What happens next: the board fills in as vendors send their documents.

Chasing

Muin reminds every vendor with a missing or expiring document every 7 days, by email, and by text message when the vendor agreed to texts. Each reminder carries a fresh portal link. Before a certificate expires, the vendor also gets a renewal notice 30, 14 and 7 days ahead.

On the board, Last chased and Next chase show where each vendor is. Send reminder now sends one at once.

The compliance board

Go to Finance > Money Out > Vendor Compliance.

The counts at the top filter the board:

State	Meaning
Met	The document is accepted and in force.
Expiring	It ends within the next 30 days.
Expired	It has ended.
Missing	Nothing has been sent yet.
Gap	A certificate is on file but falls short, with the reason shown (for example a limit below your minimum).

Each row shows the vendor’s certificate of insurance, W-9 and license. Use Group by: Job site to see each project or property and how many of its vendors are cleared to work. A job site is a location; add the vendor’s organization to the location to place it there.

Export downloads the board for this organization.

Review a certificate

Click a vendor’s certificate to open it.

Accept marks it Met. Chasing for it stops.
Correct lets you fix what was read from the certificate (dates, limits, additional insured, waiver of subrogation), then Save and accept.

Broker link

A vendor’s insurance broker can send the certificate directly.

Open the vendor’s certificate.
Click Get a broker link. Add the broker’s email to send it, or leave it empty.
Click Copy link if you are sending it yourself.

The link only accepts certificates for that one vendor, and it works for 30 days.

Upload certificates you already have

On the Vendor Compliance page, use Upload certificates to drop up to 20 PDFs or photos at once (10 MB each). Muin matches each to a vendor. A certificate it cannot match waits in your Inbox as “Which vendor is this for?”.

Bills held on lapsed insurance

When a vendor’s required insurance has lapsed, falls short or is missing, bills from that vendor are held.

A payment run shows Held: COI lapsed. and refuses that vendor’s bills in the run.
The hold clears by itself when an accepted certificate arrives.
To pay one bill before then, click Request an override and give a reason. A second person approves it from their Inbox. The override covers that one bill only.
If Vendor Compliance ends, bills already held stay held until the vendor’s insurance is back or someone approves an override, and you can still see and release them under Finance > Money Out > Vendor Bills. Muin places no new holds, and the people who can release holds are told once.

Pricing

Vendor Compliance is priced by active vendors, counted each month: vendors with an open requirement or a bill that month. There are tiers up to 25, 50, 150 and 400 active vendors; above 400, contact us. Vendor accounts are free for your vendors. See the Vendor Compliance page for current prices.

Procore

A Procore connection is planned. It is not available yet.

Once it ships, the connection reads the subcontractors on your Procore projects into Muin, each placed on a job site named after its project. It writes nothing to Procore until you turn on Write compliance back to Procore on the connection’s Settings tab. Writing back to Procore comes with the Subcontractor Management solution; with Vendor Compliance or Property Management alone, the connection only reads from Procore. With write-back on, Muin sends each vendor’s compliance status, the vendors you added in Muin, reviewed insurance certificates, recorded vendor payments and your vendor messages to Procore. Vendor messages need the Correspondence tool on your Procore plan, and go into the correspondence type you pick under Procore correspondence type on the Settings tab (Muin’s own “Muin Compliance” type by default). The connection’s Runs tab lists every write-back run, and each run’s Details names every write that was refused, with Procore’s reason.

Common Issues

Issue	Cause	Resolution
A vendor shows Missing after uploading	The upload is waiting for review	Open the certificate and click Accept
A vendor shows Gap	The certificate falls short of your template	Open it; correct a misread value, or ask the vendor for a new certificate
A bill was refused in a payment run	The vendor’s required insurance has lapsed	Wait for the new certificate, or Request an override for that bill
No reminder went to a vendor	The vendor has no email on file	Add an email on the vendor’s page

Insurance Certificates: the single store of certificates every report reads
Vendor Portal: what your vendor sees
1099 Compliance: W-9s and 1099 readiness
Vendor Trust: held bank changes