For multi-site operational organizations
One vendor-document workflow across every site — operated for you.
Dental and outpatient groups, nonprofits with multiple facilities, private schools, franchise and multi-site operators. Roughly 25 to 100 active vendors, two or more locations, and nobody whose actual job this is.
Usually bought byOperations directors, COOs, controllers, practice and office administrators, and owners who inherited this file.
This is the artifact. Every row is a document, a date, and a factual status checked against the requirement list you define.
Vendor document status board
Sample Client LLC
68 active vendors ·4 sites · as of
| Vendor | Document | Expires | Status |
|---|---|---|---|
| Acme ElectricMidtown clinic | General liability certificate | Received | |
| Delta Janitorial ServicesAll sites | General liability certificate | Expiring | |
| Northgate Landscape Co.Riverpark clinic | Workers compensation certificate | Expired | |
| Riverbend PlumbingWestfield clinic | Business license | — | Missing |
| Summit MechanicalAll sites | Additional insured endorsement | Broker review required | |
| Pinnacle IT PartnersAdministrative office | Professional liability certificate | Expiring |
Every status is a fact about a document and a date, checked against the requirement list the client defines.
4 items in the client decision queue
What this usually looks like before we start
- Certificates and license expirations scattered across locations, inboxes, and shared drives — with no single list that anyone trusts.
- One administrator who informally owns all of it, on top of the job they were hired to do.
- An accreditation, franchisor, lender, or board audit request that takes two days of digging to answer.
- A platform someone bought last year that nobody ever finished setting up.
- Renewals discovered after they lapse, usually by accident.
What it looks like after
One operated workflow across every site: requests going out on schedule, exceptions flagged with their contact history, decisions routed to you, and audit assembly measured in minutes instead of days.
- A single vendor list, de-duplicated, with a document file behind every name.
- Requests and renewal reminders sent to the vendor and the issuing agency automatically, 45 days out.
- A named coordinator taking the vendor's phone call so your administrator doesn't.
- A monthly exception report per site and across sites, with an aging column and a decision queue.
- An export you can hand to an auditor without preparing anything.
How it works
Four layers, no mystique.
- 01
Vendor Workflow Assessment
A paid, fixed-fee starting point. We count your active vendors, inventory what's on file, map your process, and propose an operating model with pricing. Credited against implementation when you proceed.
- 02
Implementation
Vendor-list cleanup, a requirement matrix you define with your broker's input, document migration, templates, escalation rules, the first collection campaign, and a baseline report.
- 03
The system and your coordinator run it
Automation handles requests, reminders, expiration math, and reporting. A named coordinator handles routine vendor, broker, and client email and phone during Pacific business hours.
- 04
Exceptions and decisions stay yours
Everything lands in neutral, factual statuses. Judgment items route to your decision queue or to your broker, with the full contact history attached.
Plans from $995 a month, published.
Tiers by active-vendor count, included coordinator hours, implementation fees, the overage rate, and the full terms — on one page, with no call required to see them.
Where we're the wrong answer
Fewer than about 20 meaningful vendors, or a credentialing platform you already run well? Keep what you have — we'll say so.
See if we're a fit
A few questions about your vendor documents. A coordinator reads every one and replies within one business day. If a $79 software subscription you already own would serve you better, we will say so.
⟦FORM_ENDPOINT⟧ — this form is not connected to a provider yet. Set FORM_ENDPOINT in site.config.ts (Formspree or Tally) before launch; see docs/LAUNCH-CHECKLIST.md.
Start with the assessment, or start with the report.
Every engagement starts with a paid Vendor Workflow Assessment. If you'd rather see the work product first, the sample monthly report is a full specimen and takes a short form.