What your vendors see

Your vendors never create an account or a password. Everything happens through one private link that belongs to that vendor.

The email

The email comes from GreenlightSubs on behalf of your company and names your company in the subject, for example "Reminder: document expiring soon for Acme Builders". It contains:

• A greeting with the contact's name, or the company name if you didn't add a contact.
• A list of what's needed, such as "General Liability COI — expires Mar 31, 2027 (in 14 days)", or "W-9 — not on file".
• Your Note included in every reminder, if you set one in Settings.
• An Upload documents button and the link written out in full.
• A line at the bottom saying it was sent by GreenlightSubs on behalf of your company.

If the vendor hits Reply, the reply goes to your Reply-to email from Settings, not to us.

The upload page

When the vendor opens the link, they see:

• Your company name at the top, and "Secure document upload".
• The documents you need from them right now: anything missing, expired or expiring soon, with a short reason for each, such as "The one we have on file has expired."
• Any description you wrote for that document type in Settings.
• Their other documents on file, with a status such as "Valid to Mar 31, 2027" or "In review", so they can send a newer version early.
• If you rejected their last upload, a note saying so, with the message you wrote.
• A tip to ask their insurance agent for a certificate naming your company as certificate holder, followed by your reminder note if you set one.

How the vendor uploads

1. They tap Choose file or take a photo and pick a PDF or a photo of the document. PDF, JPG, PNG, WEBP and GIF files are accepted, up to 10 MB.
2. For a document that expires, they enter the expiration date from the certificate. If they picked a PDF with readable text, GreenlightSubs tries to fill this in for them from the policy that matches the document (for example, the workers' comp policy for a workers' comp certificate) and asks them to check it. If the date is in the past, the page asks them to upload the renewed certificate or double-check the date.
3. Optionally, under More details, they add the effective date, insurance company, policy number and a note for you.
4. They click the Send button, which is named after the document (for example Send W-9). The page then shows "Received — waiting for review".

You and every teammate get an email about the upload, and it appears under Review uploads. Reminders for that document stop while it waits for you.

The vendor can have up to 3 uploads of the same document waiting for your review at once.

What vendors don't see

• Your internal notes about them.
• Any other vendor, or anything else in your account.
• The files themselves. The page shows statuses and dates, not downloads.
• Document types you marked Not required for them.

The page asks search engines not to index it.

Their link stays the same

Each vendor has one upload link, and every reminder uses it. You can copy it from the vendor's page under Vendor upload link and send it any way you like, for example by text message.

• Generate new link on the vendor page replaces it. The old link stops working immediately.
• Archive vendor switches the link off until you restore the vendor.

Someone opening a link that no longer works sees "This upload link is not valid any more. Please ask the company that sent it for a new link."