What Certadox does

The left sidebar is your map

Every screen is reached from the dark navigation rail on the left. Your name, role, and Sign Out sit at the bottom; the notification bell is top-right.

Read your compliance health at a glance

The Dashboard is the home screen. It answers one question fast: how compliant is my vendor base right now, and what needs my attention today?

The large Compliance Score is the percentage of all requirements met across every vendor, with a risk banner (e.g. High Overall Risk) beside it. The three buttons at the top right are your fast lanes: Review Documents (jump to pending items), Document Requirements (edit what's required), and Invite Vendor.

Scroll down and the Dashboard becomes a work queue. Pending Reviews lets you act on a document without leaving the page — each row has quick icons to download, approve, reject, or request more info. Vendor Compliance ranks every vendor by score and risk, and further panels cover Risk Distribution, Expiring Soon, Upcoming Reminders, and a full Recent Activity log.

1. 1

   Start with the score. A low percentage or a red risk banner means requirements are unmet — the panels below tell you where.

2. 2

   Clear pending work. Approve or reject documents right from the Pending Reviews panel, or click View all documents to work the full queue.

3. 3

   Chase what's missing. Use Vendors Missing Required Documents to see exactly which vendor is short which document, then open that vendor to request it.

4. 4

   Stay ahead of expirations. Check Upcoming Reminders and Expiring Soon so nothing lapses before you've asked for a renewal.

Add, invite, and track every vendor

The Vendors screen lists everyone you work with. Each row shows the vendor and contact, their Trade, a Compliance bar, a Risk level, and a Status, plus edit and delete actions.

Use the Hierarchy / Flat List toggle to switch between a parent/child view and a searchable flat table. The counter (e.g. “14 of 25 vendors used”) reflects your plan limit. Two buttons add vendors:

Click any vendor to open their profile. The header shows contact details, the vendor's Compliance Score and risk level, and three actions: Edit Vendor, Request Document, and Upload Document. A yellow banner summarizes every requirement not yet met.

Below that, Required Documents lists each document this vendor must provide. For anything still outstanding you can Request it (emails the vendor), Upload it yourself, or Remove the requirement.

THE HEART OF CERTADOX

Automatic document compliance checks

When a document is uploaded, Certadox reads it and compares what it extracted against your requirements — line by line. Each rule gets a PASS or FAIL, with the extracted value shown next to what was required, and an overall compliance score for that document.

How to review a document

1. 1

   Open the document card. On the vendor's profile (or from Documents), find the item marked Pending Review.

2. 2

   Read the check. Confirm each row's extracted value against the requirement. Anything that failed is called out in red.

3. 3

   Decide. Choose Approve, Reject, or Needs Info. Add a comment to tell the vendor what to fix.

Why it matters: the check catches the details that are easy to miss by eye — a coverage limit that's too low, a missing “additional insured” clause, or a policy that's about to expire — before you approve.

One library for every file

Where Vendors is organized by who, Documents is organized by file. It's every compliance document across all vendors in a single, searchable table.

Columns show the Document, Vendor, Type, Status, Expiration, and quick actions. Under each file name is a short AI summary of the contents, often with a “Flagged” note when something looks off (for example, a file that doesn't actually contain the insurance it was filed under). Status badges read Approved, Pending Review, or a rejected state.

1. 1

   Filter to what needs action. Set the status filter to Pending Review to see only documents awaiting a decision.

2. 2

   Find a specific file fast. Search by policy number, carrier, vendor, or file name instead of scrolling.

3. 3

   Act inline. Approve or reject pending documents from the row, or open one to see the full compliance check.

4. 4

   Upload centrally. Use Upload Document to add a file and attach it to the right vendor and type.

Track compliance per job site

Projects let you group vendors by job site or contract, so you can see compliance for a specific job rather than your whole vendor base.

1. 1

   Create the project. Click Create Project, name it (e.g. “Riverside Tower — Phase 2”), add a description, and set it Active.

2. 2

   Assign vendors. Open the project card's Manage Vendors to attach the vendors working that job.

3. 3

   Monitor it. The card shows how many vendors are assigned so you can confirm everyone on site is covered before work starts.

Export data for audits and reviews

Reports turns your live compliance data into CSV files you can hand to auditors, clients, or leadership. Each report is generated in real time from your current vendors and documents.

1. 1

   Pick the report. Choose the one that matches your request — e.g. Approval History for an audit.

2. 2

   Set options if shown. For Expiring Documents, select the time window first.

3. 3

   Download CSV. The file opens directly and can be shared or dropped into Excel or Google Sheets.

Configure your account — do this first

Settings is where the whole system gets its rules. New accounts should start here: your Document Requirements are what every automatic compliance check is measured against.

The top of the page is Plan & Subscription — your current plan and vendor limit, with options to upgrade. Below it, four tabs organize the rest:

Document Requirements — the rules behind every check

For each document type you can define, per trade, the coverage minimums and clauses that must be present — e.g. a General Liability per-occurrence limit of $500,000 with an “additional insured” clause. Every uploaded document is scored automatically against these values.

Team — add the people who review

1. 1

   Set your company profile. Name and logo appear in the sidebar and on exported reports.

2. 2

   Confirm your document types. Make sure the kinds of documents you care about exist in the catalog.

3. 3

   Define requirements per trade. This is what makes the automatic PASS/FAIL checks meaningful — do it before inviting vendors.

4. 4

   Invite your team. Add reviewers so approvals aren't bottlenecked on one person.

How do I…?

Glossary