Dispatch Attempt → Check COI → Valid? → Allow Or Block → Request Renewal

COI Gate Agent

Blocks vendor dispatch or scheduling when required compliance documents, primarily the certificate of insurance, are missing or expired, so a non-compliant vendor never gets sent to a property.

The Problem

A vendor gets dispatched. Their insurance lapsed last month.

Non-compliant vendors get dispatched because nobody checked.

What Changes

No valid COI, no dispatch. The gate holds.

Blocks vendor scheduling when required documents are missing or expired. The vendor can't be sent until their COI, license, or W-9 is current.

Humans stay in control: Your team manages vendors and handles exceptions. The agent enforces the compliance gate. It removes the audit risk, not the relationship.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERDispatch AttemptA vendor is about to be scheduled

APICheck COI StatusLook up the vendor’s insurance on file

LLMAssess ValidityCoverage current and adequate?

DECISIONCompliant?

ACTIONAllow DispatchClear the vendor to be scheduled

ACTIONBlock & RequestHold dispatch, request the renewal

The agent doesn't manage vendor relationships. It checks compliance before dispatch and blocks the gap. Your team handles the exception.

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 DispatchVendor scheduling

The AgentWorkflow engine + LLM

Your ComplianceCOI gate

WHAT YOUR TEAM PROVIDES ONCE

COI records - where vendor insurance docs are stored
Coverage requirements - limits and types you require
Expiry rule - how close to expiry counts as non-compliant
Override policy - who can dispatch despite a gap, and when
Renewal contacts - where to send a COI request

What happens day-to-day: Someone goes to schedule a vendor. The agent checks the COI first, coverage current, limits adequate. A vendor with lapsed or missing insurance gets blocked at the gate and a renewal request goes out, so a non-compliant vendor never lands on a property.

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

INQUIRY SOURCES

Dispatch / scheduler

COI document store

Vendor directory

WORKFLOW ENGINE (N8N)

Trigger

API - Check COI

LLM - Assess validity

Branch - compliant?

Allow dispatch

Block + request

Log decision

CONNECTS TO

PMS / scheduler (Yardi / AppFolio)Read: dispatch attempts. Write: hold/clear

COI / document store (Box etc.)Read: insurance certificates

Vendor directoryRead: requirements per vendor type

Email / notificationsRequest renewals, alert on block

WITHOUT PMS API

Agent checks against an exported COI register and returns an allow/block decision for manual enforcement. The gate logic still runs.

WITH PMS API

Agent checks COI live at the dispatch moment and controls the gate. Best experience.

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

TRIGGERNode 1

Trigger - Dispatch Attempt

Fires when a vendor is about to be scheduled or dispatched.

Output: { vendor_id, job_id, trade, property }

APINode 2

HTTP Request - Check COI

Pull the vendor’s COI record: coverage types, limits, expiry.

Output: { coi_on_file, expiry, limits{}, types[] }

LLMNode 3

LLM - Assess Validity

Compare the COI to your coverage requirements and expiry rule.

Output: { compliant, issues[], note }

You assess a vendor's certificate of insurance against requirements.

Using the COI record and REQUIREMENTS, return:
- compliant: true/false
- issues: list any gap (expired, limit too low, missing coverage type)
- note: one line for the coordinator

Treat a COI within the EXPIRY BUFFER of lapsing as non-compliant.
Respond ONLY with valid JSON.

REQUIREMENTS: {coi_requirements}
EXPIRY BUFFER: {expiry_buffer}
COI: {coi_record}

INPUT

{ "expiry": "2026-06-10", "limits": {"general_liability": 1000000}, "types": ["general_liability"] }

OUTPUT

{
  "compliant": false,
  "issues": ["COI expired 2026-06-10", "missing workers_comp coverage"],
  "note": "Insurance lapsed 6 days ago and no workers comp on file."
}

DECISIONNode 4

Condition - Compliant?

IF compliant → allow dispatch. ELSE → block and request renewal (unless an authorised override applies).

Output: Branch: COMPLIANT (allow) or NON-COMPLIANT (block)

ACTIONNode 5

Allow or Block

Clear the vendor for scheduling, or hold the dispatch and send a renewal request to the vendor with the specific gaps.

Output: Compliant vendor dispatched; non-compliant vendor held with a renewal request out.

MVP vs Advanced — Where To Start

MVP — START HERE

Dispatch-attempt trigger
COI check vs register
Fixed requirements
Allow/block decision
Renewal request by email
Manual override log

ADVANCED — ADD LATER

Full Video Walkthrough Coming Soon

From dispatch attempt to a compliance check - step by step.

Everything on this page is free to learn.

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

Book a call to scope this

OTHER AGENTS IN LEASING & MARKETING

Vendor Performance Agent

Builds performance profiles from response times and job history

Bid Normalisation Agent

Converts proposals into comparable scopes, highlights gaps

Vendor No-Show and Recovery Agent

Detects missed windows, triggers rescheduling and backup outreach

COI Expiry Nudge Agent

Tracks insurance expirations, requests renewals before they lapse

Frequently asked questions

COI Gate Agent is an AI agent that blocks dispatch when compliance docs are missing or expired.

A vendor gets dispatched. Their insurance lapsed last month. The COI Gate Agent addresses this — it blocks dispatch when compliance docs are missing or expired.

No — your team stays in control. Your team manages vendors and handles exceptions. The agent enforces the compliance gate. It removes the audit risk, not the relationship.

This is 3 of 7 agents in Vendor Management. → · Explore all 10 departments →