SHA-256
The renewal date points to exact file bytes
Every submission is stored under its content fingerprint. A verification run detects a missing, changed, or incompletely restored evidence file before the register is trusted.
For boards & property operators
The spreadsheet says current. Show the file.
Preserve every vendor document by its SHA-256 fingerprint, route it to a named human, and keep missing, rejected, expiring, and expired requirements in one accountable docket.
A file received is not a vendor cleared · every submission waits for review
Oak Hollow HOA · vendor assurance
Blue Sky Roofing · COIexpires Oct 1 · 32 dayslive
Greenway Landscaping · W-9accepted for trackingdone
PoolWorks · licensereplacement pending reviewlive
SHA-256fingerprint tied to every stored file
1named reviewer on every accepted submission
$39flat per month
The daily grind
A renewal date without evidence is just another cell.
The COI is in one inbox, the contract is in a drive, the W-9 is named final-v3, and nobody knows which file the green spreadsheet row referred to.
01
Receipt becomes approval
A new upload silently replaces a prior file before anyone checks that it belongs to the vendor.
02
The date lost its document
A reminder fires, but the team cannot prove which exact bytes or policy record were reviewed.
03
Rejected renewals disappear
The prior document and the failed replacement get flattened into one current/not-current cell.
04
Coverage claims outrun the tool
A filename or extracted limit cannot establish endorsements, exclusions, licensing, or legal sufficiency.
What it does
A chain of custody, not a green checkbox.
VendorDesk separates receipt, human review, entered expiration, and professional sufficiency instead of collapsing them.
◉
Pending first
A file cannot become current merely because somebody uploaded it.
✓
Named review
Accept for tracking or reject, with a final human note.
◷
Renewal docket
Missing, rejected, due-soon, and expired work sorts itself.
↺
Rejected renewals preserve history
The wrong replacement stays visible and never erases the last accepted-for-tracking document.
⇥
Calendar without ambiguity
Stable reminders name the vendor, requirement source, owner, and evidence fingerprint behind the entered date.
How it works
Require. Receive. Review. Renew.
STEP 01
Define the requirement
Name the document, internal source, responsible role, and reminder window.
STEP 02
Preserve the supplied file
Content-addressed storage records the exact bytes, filename, dates, operator, and intake note.
STEP 03
Route a human decision
A named reviewer accepts the submission for tracking or rejects it with a reason.
STEP 04
Work the renewal docket
Request replacements, review new files, verify evidence, and export accountable reminders.
Pricing
Less than one uninsured assumption or expired-document scramble.
Start with active vendors and the documents your contracts or adopted checklist already require.
Free
$0
Audit one vendor folder.
- Up to 5 vendors
- Content fingerprints
- Human review gate
- 90-day renewal docket
Founding rate
$39/mo
The accountable vendor record.
- Unlimited vendor requirements
- Tamper-checkable evidence store
- Immutable submission and review history
- Rejected-renewal visibility
- Calendar export and portfolio docket
- Rate locked for life
Questions
Before you ask.
Does VendorDesk verify insurance coverage?
No. It records the file, entered dates, requirement source, and human workflow decision. Coverage, limits, endorsements, exclusions, licensing, tax status, and contract sufficiency require the appropriate qualified reviewer.
What does accepted for tracking mean?
A named reviewer decided that the supplied file and entered dates should drive this operational register. It is deliberately not labeled compliant, approved, insured, or legally sufficient.
Can a rejected renewal wipe out the prior COI?
No. Submissions and reviews are append-only. A rejected replacement remains visible while the last accepted document retains its own status and expiration history.
What happens if a stored file changes?
Evidence verification recomputes every SHA-256 fingerprint and byte count. Missing or changed evidence fails visibly so the team can freeze the workspace and recover from a verified backup.
Get started
Put the evidence behind the date.
Join the early-access pilot with one active vendor folder and its current renewal checklist.
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