Vendor contracts and insurance, fully under control
Track vendor contracts, insurance, and renewals in one place. Reduce risk, avoid surprise renewals, and stay compliant.
The Challenge
Every growing business works with vendors. Cleaners, IT support, security, catering, maintenance, the list grows quickly. Each vendor comes with contracts, insurance certificates, and renewal dates. But where does all this live? Too often, it's scattered across email inboxes, personal drives, and half-forgotten folders. The result: contracts auto-renew at prices you never agreed to, insurance lapses without notice, and when something goes wrong, nobody can find the right contact or the original terms. Vendor management shouldn't be this fragile. You need a system that keeps everything visible, organised, and proactively alerts you before problems arise.
How Office IQ Supports This
A unified approach that connects vendors, documents, tasks to solve real operational challenges.
Maintain a complete vendor directory with contact details, contract terms, and service categories
Attach contracts, insurance certificates, and compliance documents directly to each vendor record
Set expiry dates and receive automatic reminders before renewals or lapses
Create tasks for contract reviews, price negotiations, and compliance checks
Track vendor performance and maintain a clear audit trail of all interactions
How It Works in Practice
A clear, step-by-step workflow that your team can follow from day one.
Add vendor to directory
Create a vendor profile with company details, primary contacts, service category, and contract summary. Everything searchable, everything connected.
Upload contracts and insurance
Attach the signed contract, insurance certificates, and any compliance documents. Tag documents with expiry dates for automatic tracking.
Set renewal reminders
Configure alerts for contract renewals, insurance expiry, and compliance deadlines. Never be caught off guard by an auto-renewal again.
Assign review tasks
Create tasks for periodic contract reviews, vendor assessments, and renegotiations. Assign to the right team members with clear deadlines.
Maintain oversight
Review vendor status from a centralised dashboard. See active contracts, upcoming renewals, and any compliance gaps at a glance.
What You'll Achieve
Real outcomes that operations teams can expect when using Office IQ for this workflow.