Compliance and risk · Live demo
Subcontractor insurance and licence chaser
Tracks every subcontractor's insurance, licence and safety agreement, chases updates before they expire, and checks what comes back before compliance verifies it.
Talk to Aroha at Southerly Freight Forwarding
Southerly Freight Forwarding is made up. Aroha is a real agent, set up the way we would set one up for you. Talk or type and ask what a client would ask. Bookings are pretend, so try anything.
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The problem
Dozens of trucking subcontractors each hold insurance, a licence and a safety agreement, all expiring on different dates. The tracker is a spreadsheet someone checks when they remember, so a lapsed policy is often found after a truck has already carried a customer's goods.
How it works
- Keeps each subcontractor's documents and expiry dates in one register
- Sends reminders by email and text 30, 14 and 7 days before expiry
- Checks returned documents for the company name, dates and minimum cover
- Sends checked documents to the compliance coordinator to verify
- Tells operations not to book a subcontractor whose document has expired, and flags it to the compliance manager
What it connects to
- Sione (Ridgeline Transport)Hi Aroha, got your reminder. Our new goods in transit certificate is attached.
- AgentThanks Sione. The certificate is for Ridgeline Transport and runs from 3 October 2026 to 3 October 2027, so there's no gap. One thing: it shows cover of NZD 200,000, and our minimum for goods in transit is NZD 250,000.
- Sione (Ridgeline Transport)Ah, we changed insurers. I'll ask them to lift it.
- AgentThat would be great. Your current cover expires on 3 October, so an updated certificate before then keeps you on the booking list. I've noted it on your record and I'll check back with you on Wednesday.
- Sione (Ridgeline Transport)No worries, I'll send it through.
- AgentThanks. When it arrives I'll check it and pass it to Mere Walker to verify.
Illustrative conversation. Names, numbers and details are made up.
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