> ## Documentation Index
> Fetch the complete documentation index at: https://help.spotlightvendor.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Compliance & Documents

> How vendor compliance works on SpotlightVendor — the layered vetting model, what we accept, expiration alerts, and admin review.

Compliance is the heart of SpotlightVendor. Every vendor in the network is verified — current insurance, W-9 on file, Workers' Comp confirmed, service categories validated, admin-reviewed. That's what makes the directory worth using and protects facilities from regulatory findings or insurance gaps.

The platform supports a **layered compliance model** so you can match how strict each facility needs to be:

* **Platform level** — every vendor uploads W-9, COI, Workers' Comp once for the platform. This is the baseline.
* **Organization level** — for vendors working with your org, your admins can require additional documents. Approved once at the org level, the vendor is recognized as approved across all your facilities.
* **Facility level** — when a specific facility has additional requirements (state-specific, location-specific), facility managers can request facility-only documents on top of org-level approval.

A vendor approved at the org level **doesn't need to re-upload** for each facility. That's by design. A facility that needs more than what the org requires can layer in facility-specific requests.

<CardGroup cols={2}>
  <Card title="Compliance levels explained" icon="layers" href="/compliance/levels-explained">
    Platform vs Organization vs Facility level — which applies when.
  </Card>

  <Card title="What we accept" icon="file-check" href="/compliance/what-we-accept">
    Specific documents required, formats accepted, and minimum coverage thresholds.
  </Card>

  <Card title="Upload documents" icon="upload" href="/compliance/upload-documents">
    Where to upload from your portal, file size limits, and how to replace expired versions.
  </Card>

  <Card title="Expiration alerts" icon="bell" href="/compliance/expiration-alerts">
    Automatic email and in-app alerts 30 days before any document expires.
  </Card>

  <Card title="Admin review process" icon="shield-check" href="/compliance/admin-review">
    What our admin team checks, how long review takes, and why some documents get rejected.
  </Card>
</CardGroup>

## Why compliance matters here

| For facilities                                                                                             | For vendors                                                                                                      |
| ---------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------- |
| Avoid the slip-and-fall lawsuit where the vendor's expired COI means **your** insurance pays the claim.    | A verified profile gets prioritized in matching and proposals.                                                   |
| Pass state surveys, CMS audits, and insurance carrier reviews with a documented vendor compliance program. | Skip the "send your insurance cert" email chain — upload once, every facility you work with sees current status. |
| Eliminate the manual chase: we email vendors automatically when their docs are about to expire.            | Stay top-of-mind — facilities see you're in good standing on every RFP they review.                              |
| Layer in facility-specific requirements without breaking the org-wide approval.                            | Pending requests dashboard shows exactly what each facility still needs, separately from your platform docs.     |

Questions about specific document requirements? [hi@spotlightvendor.com](mailto:hi@spotlightvendor.com)