Questions we get asked, answered the way we'd want them answered.

Because the software is not the work. The work is setting it up, cleaning the vendor list, sending the requests, chasing the agency that never received the first one, reading what comes back, logging it against your requirement list, and noticing the thing nobody noticed. Software gives your team a place to do that. We do it. If your team will actually operate a platform you already own, buy the software — it is cheaper, and we will tell you so in the first email.

Both, in a specific arrangement. Automation runs the requests, the reminders, the expiration math, and the reporting. A named coordinator handles routine vendor, broker, and internal email and telephone during Pacific business hours, within your plan's included hours. The owners govern the system and design the workflow; the coordinator is your contact for day-to-day work.

The escalation ladder runs: an automated request sequence, then coordinator email and phone follow-up during business hours, then a direct approach to the issuing agency, and finally a status of "Final outreach completed" with the entire contact history attached. At that point the item sits in your decision queue. We do not decide to remove a vendor, pause their work, or accept a gap in the file — you do, and the record supports whichever you choose.

No. Our standard is a response within one business day and new documents processed within two. If a crew is at your gate and someone has to make a call in the next twenty minutes, that call is yours to make. We would rather you know that now than find out during your first real deadline.

No, and we can't. We report neutral, factual statuses against the requirement list you define — this document is on file, this one expires on this date, this endorsement does not appear, this field does not match. Interpretation of what any of that means for your organization goes to your broker or another licensed professional. The decision to accept, reject, or escalate is always yours.

You do, with your broker's input, during implementation. We build the matrix from what you give us and administer it exactly as written. When you change it, you tell us and we change the administration — we never adjust your requirements on your behalf.

Pilots run month to month with a nonrefundable setup fee. After a pilot, the standard agreement is 12 months with a discount for annual prepayment. Every agreement names your vendor-count band, your included coordinator hours, the overage rate, the reporting date, data-export provisions, and a change-control process.

About 20 to 25 meaningful vendors. Below roughly $900 a month, the economics don't work for either of us — the coordinator coverage that makes this worth buying costs more than a smaller account can carry. We'd rather decline than deliver a thin version of the service.

If you run it effectively, no. Keep it. The honest test is whether requests actually go out on schedule, whether someone reads what comes back within a couple of days, and whether you could assemble a full vendor file for an auditor this afternoon. If yes, you don't have the problem we solve.

We hold vendor documents and the requirement list you define, encrypted in transit and at rest, under least-privilege access with each client's records logically separated. We don't email sensitive documents around when a controlled link will do, we don't sell or share your data, and your export rights are written into the agreement. The security page has the full description.

No. We are not an insurance agency, broker, or advisor, and nothing we produce is an opinion about coverage. We administer documents against a list you own. Every insurance question we receive — from you, from a vendor, or from a vendor's agent — gets routed to your broker or a licensed professional.

We're based in Sacramento & West Sacramento, California. Delivery is remote, with coordinator coverage during Pacific business hours. Local clients can meet in person during implementation; nothing about the service requires it.

Yes — business-license and agreement expirations are part of the core service, and a Renewal Calendar module covers permit and license renewal cycles as an add-on. What it does is calendar, request, and report on renewal dates. It does not file anything on your behalf or advise you on what you need to hold.