Certadox User Guide

Your Dashboard is the home base for your compliance program. At the top you'll see your overall Compliance Score, a single percentage covering every vendor. Below it, a row of tiles counts your total vendors, documents waiting on review, documents expiring soon, fully approved vendors, and anyone overdue. Further down, the activity feed shows a live stream of what's happened recently — uploads, approvals, invites sent, and status changes — so you always know what needs your attention next.

Use this when you want to enter a vendor yourself.

1. In the left menu, click Vendors, then Add Vendor.
2. Enter the vendor's name and email, and choose their Trade.
3. Under Required Document Types, every document is checked by default — uncheck any that don't apply to this vendor.
4. Click Add Vendor to save. They'll appear in your Vendors list right away.

Tip: you can change a vendor's required document types anytime from their profile — nothing here is permanent.

The easiest way to collect paperwork from a brand-new vendor: send them a tokenized email invite and let them do the data entry.

1. Click Invite Vendor from the Dashboard or the Vendors page.
2. Enter the vendor's name, email, and the documents you need them to submit.
3. Click Send Invite. They receive an email with a unique tokenized link that creates their own scoped vendor portal account — no manual setup on your end.

Vendors never see your full account. Each vendor gets their own scoped portal, reachable only through their invite link or their own login, containing:

• A simple upload interface for each required document — never other vendors' data.
• The status of every document they've submitted (pending, approved, needs info, or rejected).
• Any specific document requests you've sent them, with a direct upload link for each one.

When a vendor uploads something, it lands in your review queue under Documents.

1. Click a document to open it. Certadox automatically reads the file with AI and pulls out a summary — policy number, expiration date, and carrier — so you don't have to read the whole document.
2. Confirm the AI-extracted details match your requirements, correcting anything that needs it.
3. Click Approve — or Reject / mark Needs Info to send it back with a note.

Every document carries a clear badge so you always know where things stand:

• Valid — current and meets your requirements.
• Expiring — still valid, but renewal is coming up soon.
• Expired — past its expiration date and needs a renewal on file.

Invite colleagues from Settings → Team so your whole compliance team shares one account — unlimited team members on every plan.

• Admin: full access — manage vendors, invite team members, configure document requirements, and change billing.
• Member: view-only access to the compliance dashboard, vendors, and documents.

Every action in Certadox is logged: who uploaded a document, who changed a compliance status, who invited a team member, who approved or rejected a submission. This audit trail is immutable and litigation-ready — find the full history from Reports → Approval History, or on any vendor's profile.

Certadox offers a free trial and two paid plans — pick whichever fits the size of your vendor list:

• Free Trial — try Certadox with a limited number of vendors, no card required to start.
• Starter — $99/mo — for smaller vendor lists, with the full compliance workflow and audit trail.
• Pro — $199/mo — higher vendor limits plus everything in Starter, for growing teams.

Manage or change your plan anytime from Settings → Plan & Billing.

Have a question this guide doesn't answer? Email support@certadox.com and we'll help you out.