Is there a way to track when Certificates of insurance expires for vendors that are subcontractors?

Hello dvallejo-solarte!

Welcome to the Community. QuickBooks Online doesn't have a feature to track the expiration of certificates. However, I have a workaround for you.

You can add the expiration date in the Notes section of the vendor's profile. Here's how:

1. Select Vendor from the Expenses menu.
2. Click the vendor's name, then Edit.
3. On the pop-up, find the Notes field and enter the expiration date.
4. Tap Save.

I added this link if you need detailed steps on how to track the money moving in and out of your business: Track your cash flow in QuickBooks Online.

Post again here if you have additional concerns with vendors. Take care!

How do you get a report to show when the insurance expires if is in a notes field.  I do not want to continue to look at each vendor file to see when it expires.

Hi there, @Trenna1. 

In QuickBooks Online (QBO), you can customize and personalize your reports. To run a vendor report that includes the details added in the notes field, you can use the Vendor Contact List report. 

Let me guide you on how to do it. You can follow these steps:

1. Go to the Reports. 
2. From the Find report by name field, enter Vendor Contact List. 
3. Click Switch to classic view. 
4. Click Customize, then hit Change columns. 
5. Scroll down and tick "Note." 
6. Once done, click Run report. 
   
   I'll provide screenshots for reference.
   
   

    

   

    

If you wish to print your vendor contact list report, you can check out this article: How to print a vendor contact list in QBO.

Don't hesitate to reach us here in the Community if you need further assistance running your reports in QBO. We'll be here to help. Best wishes! 

Desktop version of QBs used to have this feature.  Will QBO soon add this feature?  It is very important.

Thanks for joining this thread, @KW62.

I recognize the importance of tracking insurance expiration dates for vendors. Yes, that's correct. It's possible in the QuickBooks Desktop version. However, it's currently unavailable in QuickBooks Online (QBO).
 
In the meantime, you can manually track the expiration date by adding it to the Note section of the vendor's profile. You can refer to the steps for guidance.
 
I also encourage you to share your thoughts and suggestions through our feedback channel so they can consider adding this feature in future software updates.

Here's how:

1. Select the Gear icon, then choose Feedback.

2. Enter your comments or product suggestions.

3. Select Next to submit.

I'm including this link to assist you in tracking the money moving in and out of your business: Track your cash flow in QuickBooks Online.

I'll be around if you have further questions about managing vendors. Have a good one.

Hi MichaelaS, 

You state there is a way to track the insurance expirations in QuickBooks Desktop. I am running QuickBooks Enterprise Gold 2025 Contractor's edition and it will allow you to pay a subcontractor with an expired insurance certificate. How do you set up a reminder/governor that disallows payment because of the expired certificate?

Thank you, 

Holly

We appreciate your inquiry, Holly64. Currently, there isn't a built-in feature that automatically prevents payments to subcontractors with expired insurance certificates.

However, you can set up a manual system to track and remind you of insurance expirations within QuickBooks Desktop (QBDT) Enterprise Gold 2025 Contractor's edition. This process can help you stay on top of insurance expirations and make informed decisions about payments to subcontractors.

Here's how:

1. Select the Vendors menu and click the Vendor center option.
2. From there, double-click the name of the vendor you need to edit.
3. Next, click the Additional info tab
4. Enter the appropriate dates on the Work Comp Expires and Gen Liability Expires options.
5. Select OK when done.

I've also added this screenshot for visual reference:

Alternatively, you can generate a Vendor Contact List report to view vendors with expired or soon-to-expire insurance. You can follow the steps below.

1. Go to the Reports menu at the top of the screen.
2. Select Vendors & Payables from the drop-down menu.
3. Choose Vendor Contact List.
4. Click on Customize Report at the top of the report window.
5. In the Display tab, tick the Work Comp Expires and Gen Liability Expires custom fields.
6. Hit OK.

Since the option to block payments to subcontractors whose insurance certificates have expired within the QBDT Enterprise contractor's edition is unavailable, we'd love to hear your thoughts on this option and encourage you to share your suggestions. It will be shared with our Product Development team, allowing us to enhance your experience with QBDT. Here's how:  

1. Go to the Help option.
2. Choose the Send Feedback Online option.
3. Select the Product Suggestion option. A pop-up window displays.
4. Enter your feedback suggestion.
5. Click the Send Feedback button. 

Finally, you can memorize reports to save your customized settings, so you don't have to go through the customization process again. Check out this article to learn more: Create, access, and modify memorized reports in QBDT.

We'd love to hear more from you about how this goes. Please comment below if you need further assistance tracking whose insurance certificates have expired within the QBDT Enterprise contractor's edition. Take care!