Know every vendor is qualified before the work starts.
Set the documents your company requires once. SiteFusion tracks every vendor's certificates, licenses and safety records, warns you before anything expires, and shows each vendor's status wherever you work with them. Now Claude AI can read each document and check it against your own rules in minutes.
Built into your vendor records Your rules, your documents Your team makes the final call
How It Works
From Required Documents To A Qualified Vendor
Set your requirements
List the documents every vendor must provide, each with a description of what you expect.
Collect the documents
Upload each vendor's PDFs with their effective dates, right on the vendor's company record.
Review with AI
Claude checks each document against your rules and shows what it found, item by item.
Hire with confidence
The vendor's status updates on its own and shows wherever you work with that vendor.
Vendor Qualification
Compliance Tracking Built Into Your Vendor Records
One standard list for every vendor
Decide once which documents your company needs, such as certificates of insurance, licenses, W-9s, bonds and safety programs. As soon as one document is on the list, qualification is turned on for your vendors.
- Your standard documents, each with a description so everyone knows what to collect
- Adjust it per vendor: add or remove documents for one company, or add a special document by name
- Exempt a vendor when the requirement doesn't apply to them
- Record the vendor's EMR (Experience Modification Rate) with their qualification
- Permission-based: only users allowed to qualify vendors can change requirements and documents
Every certificate, tracked to the day
Each required document has its own record on the vendor: the PDF, the dates it covers, whether it's compliant, and a history of who did what.
- Upload the vendor's PDF and open it any time from the vendor's record
- Effective dates, or Indefinite for documents that don't expire
- Expiration warnings: a document within 30 days of its end date turns orange and puts the vendor on warning
- Compliant or non-compliant, marked by your team or by AI Review
- Time-stamped comments and who last edited the document, for a clear audit trail
A status your whole team can see
SiteFusion works out each vendor's status from its documents, so nobody has to keep a spreadsheet up to date. The status icon follows the vendor through the company list, the company record and the expenses you create for them.
- Updated automatically as documents are added, marked or reach their end dates
- Visible at a glance in the company list, so the right vendor is picked first
- On the expense too, before money is committed to the vendor
Every required document is on file and marked compliant.
A document is within 30 days of its end date, or AI Review raised a warning.
A document is missing, non-compliant, or red-flagged by AI Review.
AI Review
Claude Reads The Document So Your Team Doesn't Have To
Checked against your rules, not generic ones
The first time you review a type of document, Claude asks the questions only your company can answer, like minimum limits, required coverages and who must be named. You answer once, and every vendor's copy is checked against those answers.
- Suggested questions: Claude proposes 3 to 12 requirements for each type of document, with an example answer for each
- You set the severity: a red flag means the document isn't accepted; a warning means someone should take a look
- Edit any time: add, change or remove requirements, and they apply to the next review
Every finding, with the evidence
Claude marks each requirement met, not met or unclear, and shows where in the document it found the answer. A short summary tells the person qualifying the vendor what matters.
- Always checked: that it's the document you asked for, issued to this vendor (Inc., LLC and punctuation differences still match), and current
- Expired is a red flag; expiring within 30 days or not in effect yet is a warning
- Other problems a careful reviewer would raise, such as a missing signature, incomplete pages or a cancelled policy
- Dates filled in for you: blank effective dates are taken from the document, and dates that don't match what was entered are flagged
Email the vendor what to fix
One click drafts an email in your own mail program listing every item the vendor needs to correct. You review it and send it yourself.
Your team has the last word
Disagree with a red flag? Accept the document anyway with a reason. The note, who accepted it and when are kept with the review, and it can be undone.
Review a whole vendor at once
Have Claude review every document of a vendor that hasn't been reviewed yet, one after another, with a summary at the end.
Offered right after upload
Upload a new PDF and SiteFusion asks whether to review it now. Replacing the PDF clears the old review, so a result always matches the current document.
Feeds the vendor's status
A red flag makes the vendor not qualified, even if the document was marked compliant by hand. A warning puts the vendor on warning.
On your terms
AI Review stays off until an administrator adds your company's own Claude API key, and only users given AI permission can run it. Nothing is reviewed until someone asks.
AI Review uses Claude, made by Anthropic, through your company's own Claude account; usage is billed to that account. Documents are sent for review only when a user runs AI Review. Like any AI, Claude can make mistakes, so findings are recommendations for your team to confirm.
Qualify vendors in minutes, not days
See vendor qualification and AI Review working on your own documents.