Vendor paperwork and expiry tracking, finally organized.
An expired COI from your pumping sub, a lapsed disposal-site agreement, a driver's DOT card nobody checked — you find out at audit time, or worse, at claim time. VendorPing keeps every vendor document and expiry date on one board, sends the renewal requests for you, and keeps the trail. Built for septic and liquid-waste operators.
Real data, nothing to install. Or get early access if you'd rather we set it up on your own records.
Ask it questions the way you'd ask your office manager — "which subs have an expired COI right now?" — and get the answer straight from your records. Works with AI helpers like Claude and ChatGPT, if your office uses them.
| Vendor | Document | Status |
|---|---|---|
| Hooper Pumping (sub) | Certificate of insurance | 9d overdue |
| R. Marsh (driver) | DOT medical card | 5d left |
| Lakeview Portables (sub) | Certificate of insurance | 2d left |
What it tracks for you
One board of every expiring document
COIs, permits, licenses, medical cards, manifests, and agreements — per vendor, sorted by what lapses next, so nothing expires quietly.
Renewal requests, automated
Scheduled request emails at 21, 7, and 3 days before expiry — polite, persistent, and on-brand — so you never chase a sub's insurance agent again.
Validation, not just receipt
Mark documents reviewed and correct, not just received — so a COI with the wrong coverage limits gets caught the day it arrives, not at claim time.
Audit-ready trail
Who was asked, when, how many times, and what arrived — attached to each record and exportable, so the DEQ or county health department audit is a download, not a scramble.
One failed DEQ audit or uninsured-sub incident costs more than a decade of VendorPing. Multi-crew operations from $99/mo.
Questions people ask
What is VendorPing?
Vendor document tracking for septic service operators. COIs, permits, medical cards, and disposal agreements on one board with automated requests and an audit-ready trail.
Who is VendorPing for?
vendor paperwork tracking for septic service operators.
How much does VendorPing cost?
VendorPing costs $49 per month, per company, not per truck, after a 14-day trial. A card is taken at signup and you are not charged until the trial ends. You can cancel at any time in one click.
Do I have to install anything?
No. VendorPing runs in your browser. There is nothing to install and nothing for your IT person to set up — you can try the live demo on this page right now without creating an account.
Can VendorPing work with an AI assistant?
Yes. If your office already uses an AI helper like Claude or ChatGPT, it can answer questions straight from your records — "who's overdue right now?" — without you opening the board. It can only look things up, never change anything, and every question it asks is written to your activity log. We set the connection up for you.
Can Hooper Pumping legally run a load for us this week?
Search tracked vendor documents by vendor name or document type. Returns matching records with status (validated, received, missing, overdue) and expiry dates.
Which subs and drivers are working without current paperwork on file?
List every vendor document that is still missing (not yet received), most critical first — expired/overdue at the top, then by days remaining.
Which licenses, permits and driver cards lapse in the next two weeks?
List vendor documents expiring within the next N days (default 30), including ones already received, so renewals can be requested before they lapse.
If the health department inspected us today, how would we look?
Get the compliance dashboard summary: totals for tracked, missing, expired/overdue, due this week, and awaiting review.
Get early access
We're onboarding founding operators now. Tell us what paperwork bites you at audit time.