Managing W-9s and COIs by hand doesn't scale
Every vendor relationship comes with two document trails: a W-9 for tax reporting and a certificate of insurance for compliance. Managed manually, they almost never live in the same place — a tax folder here, an inbox thread there, and a spreadsheet in between that's already a little out of date. Someone collects the W-9 during onboarding, and weeks later someone else chases the COI. Coverage lapses go unnoticed until a claim or an audit surfaces them, and a missing W-9 turns into a scramble at tax time. The more vendors you manage, the more these two trails drift apart and the more risk quietly builds up.
Certadox centralizes both document types in one dashboard
Certadox brings W-9s and certificates of insurance into a single, connected vendor record. Instead of cross-referencing a spreadsheet against an inbox, you open a vendor and see immediately which documents are on file, which are missing, and which are current. Onboarding, accounting, and compliance finally work from the same source of truth, so proving a vendor was both on file for tax purposes and covered by insurance on a given day takes one click instead of an afternoon of searching.
Key features built for compliance at scale
Certadox pairs document collection with automation that keeps you ahead of problems instead of reacting to them. AI-powered verification reads each uploaded W-9 and certificate of insurance and produces a clear, plain-English summary of coverage types, limits, and dates, so verifying a vendor takes seconds instead of a line-by-line read of every PDF. Expiration alerts flag a lapsing COI before it becomes a problem, not after an incident. And every upload, approval, and change is captured in a defensible audit trail — exactly what you need when a client, insurer, or auditor asks you to prove compliance.
AI-powered verification
Coverage, limits, and dates extracted automatically from every W-9 and COI.
Expiration alerts
Certificates are flagged before they lapse, so coverage never quietly expires.
Audit trail
Every upload, approval, and change is timestamped and ready for review.
Built for the people who own vendor compliance
Certadox is built for the teams who are accountable when a document goes missing or a certificate lapses. Compliance managers get one dashboard to prove coverage on demand. Procurement teams get a faster, cleaner vendor onboarding process with W-9s and COIs collected together instead of chased separately. Operations leaders get visibility into every vendor's status without pulling reports by hand. Whatever your role, Certadox replaces scattered folders and spreadsheets with a single system built to keep vendor compliance under control as you grow.
Automate your vendor compliance today
Centralize W-9s and COIs, verify vendors with AI, and stay ahead of every expiration.
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