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Track Expiry → Approaching? → Request Renewal → Track Receipt → Update Record

COI Expiry Nudge Agent

Tracks COI expirations and automatically requests renewals and missing documents ahead of time, so compliance gaps do not surface in the middle of a dispatch.

The Problem

A COI expires quietly. You find out when you need the vendor.

Expired compliance docs discovered during audits, not before.

What Changes

Renewals requested ahead of expiry, automatically.

Tracks COI expiration dates and sends renewal requests automatically before they lapse. Your compliance stays current without your team watching a spreadsheet.

Humans stay in control: Your team verifies and files the renewed documents. The agent does the tracking and chasing. It removes the lapses, not the verification.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERDaily CheckScan COIs for upcoming expiry
LLMFind ExpiringFlag COIs nearing the threshold
DECISIONApproaching?
ACTIONRequest RenewalAsk the vendor for an updated COI
WAITTrack Receipt
APIUpdate RecordFile the renewed document
The agent doesn't approve coverage. It tracks expiry and requests renewals early. Your team verifies the returned documents.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your COIsVendor insurance docs
The AgentWorkflow engine + LLM
Your VendorsRenewed, on file

WHAT YOUR TEAM PROVIDES ONCE

  • COI records - where insurance docs and expiries live
  • Lead time - how far ahead to request renewals
  • Vendor contacts - where renewal requests go
  • Required coverage - what a valid renewal must include
  • Escalation - who hears if a renewal never comes
What happens day-to-day: A vendor’s insurance is about to lapse. Instead of discovering it at dispatch, the agent spots the approaching expiry weeks out, requests the renewal, and tracks it in, so coverage stays current without anyone watching a calendar.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

COI document store
Vendor directory
Calendar

WORKFLOW ENGINE (N8N)

Trigger - daily
LLM - Find expiring
Branch - approaching?
Request renewal
Wait - receipt
API - Update record
Escalate if overdue

CONNECTS TO

COI / document store (Box etc.)Read: COIs + expiry. Write: renewals
Vendor directoryRead: contacts and requirements
Email / SMSRequest renewals
Notifications (Slack / email)Escalate overdue renewals
WITHOUT PMS API

Agent reads a COI register and emails renewal requests. The tracking logic still runs.

WITH PMS API

Agent reads live COI expiries and files renewals automatically. Best experience, pairs with the COI Gate agent.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1
Trigger - Daily Check
Cron daily scan of COI expiry dates.
Output: { run_date, cois[] }
LLMNode 2
LLM - Find Expiring
Flag COIs within the lead-time window and note missing coverage.
Output: [{ vendor_id, expiry, days_out, gaps[] }]
You find COIs needing renewal.

For each COI, if it expires within LEAD TIME or is missing required coverage, include it. Return vendor_id, expiry, days_out, gaps[].
Respond ONLY with a valid JSON array.

LEAD TIME: {lead_time}
REQUIRED COVERAGE: {required_coverage}
COIS: {cois}
OUTPUT
[
  { "vendor_id": "v_445", "expiry": "2026-07-05", "days_out": 19, "gaps": [] }
]
DECISIONNode 3
Condition - Approaching?
IF within lead time or has gaps → request renewal. ELSE → skip.
Output: Branch: APPROACHING (request) or OK (skip)
ACTIONNode 4
Request Renewal
Email/SMS the vendor for an updated COI, naming the expiry and any gaps.
Output: Renewal requested ahead of expiry.
WAITNode 5
Track Receipt
Wait for the renewed COI, with reminders; escalate if overdue.
Output: Renewed COI received, or escalated.
APINode 6
Update Record
File the renewed COI and update the expiry on the vendor record.
Output: COI record current.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Daily sheet scan
  • Expiry flagging
  • Email request
  • Manual receipt tracking
  • Manual filing
  • Manual escalation
ADVANCED — ADD LATER

    Full Video Walkthrough Coming Soon

    From an approaching expiry to a renewed COI - step by step.

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    Everything on this page is free to learn.

    When you're ready to build — do it yourself or bring us in.

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    OTHER AGENTS IN LEASING & MARKETING

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    Bid Normalisation Agent

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    Vendor Performance Agent

    Builds performance profiles from response times and job history

    Frequently asked questions

    COI Expiry Nudge Agent is an AI agent that tracks insurance expirations, and requests renewals before they lapse.
    A COI expires quietly. You find out when you need the vendor. The COI Expiry Nudge Agent addresses this — it tracks insurance expirations, and requests renewals before they lapse.
    No — your team stays in control. Your team verifies and files the renewed documents. The agent does the tracking and chasing. It removes the lapses, not the verification.

    This is 2 of 7 agents in Vendor Management. → · Explore all 10 departments →