Subcontractor Compliance Agent
The Subcontractor Compliance Agent keeps every subcontractor file current: CIDB grading, COIDA letter of good standing, SARS Tax Compliance Status, B-BBEE certificate or affidavit, insurance and health and safety documents. It tracks expiry dates, requests renewals in good time and flags subcontractors whose documents have lapsed so payment or site access can be held until they are compliant.
Ideal forContracts managers
The difference
From 8-10 hours per week to 1-2 hours
Your team manages exceptions and relationships instead of maintaining spreadsheets of expiry dates.
Done by hand
8-10 hours per week
With the Vanine agent
1-2 hours
Time returned to your team
85%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Compliance that stays current
Documents that were valid at appointment expire during the contract. The agent watches every expiry date so lapses are caught before they become a problem on site or in an audit.
Protect payments and preference points
Paying a subcontractor with a lapsed COIDA letter or tax status creates risk, and lapsed B-BBEE evidence can weaken your own scorecard and tender claims. Holds are flagged before payment runs.
Less time chasing paperwork
The agent sends renewal requests and reminders automatically, so your team only follows up with subcontractors who do not respond.
Capabilities
No expired documents on site and no payments to non-compliant subcontractors.
Built for procurement, commercial and SHEQ teams at South African main contractors and developers managing subcontractor and supplier compliance.
CIDB grading checks
Confirms each subcontractor's CIDB grade and class of works on the Register of Contractors is appropriate for the value and type of work awarded.
COIDA and tax status
Tracks COIDA letters of good standing and SARS Tax Compliance Status PINs, flagging any that have expired or are due to expire.
B-BBEE evidence
Monitors B-BBEE certificates and sworn affidavits for validity, supporting your preferential procurement and ESD reporting.
Insurance and H&S documents
Checks insurance certificates, H&S plans, appointments and inductions against contract requirements.
Renewal requests
Sends subcontractors reminders and requests for updated documents ahead of expiry, and logs every response.
Payment and access holds
Flags non-compliant subcontractors to the commercial and site teams so payment or site access is held pending updated documents.
How it works
From your systems to a result you sign off
The commercial manager decides whether to hold a payment and the site manager decides on access, with every decision logged.
Connect the places your subcontractor records already live.
Subcontractor files in SharePoint, the vendor master in your ERP, and CIDB and CSD records. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- SAP, Syspro and Sage ERP
- Procore and site access control systems
- CSD and CIDB register checks
- SharePoint supplier files
Runs daily on a schedule and before every payment run, or on request in Teams or OpenAI Frontier.
A compliance dashboard in Excel, renewal requests by email, and hold lists for the commercial and site teams.
Step by step
- 01
The daily check or a payment run starts the agent.
- 02
It reviews every subcontractor file for current and expiring documents.
- 03
It sends renewal requests to subcontractors with upcoming expiries.
- 04
It flags lapsed subcontractors to the commercial and site teams.
- 05
The commercial manager approves any payment hold and the site manager any access restriction.
- 06
Updated documents are verified and the file returns to compliant status.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Check CIDB grading against order value"
- subcontractors
- 42
- checks
- CIDB, COIDA, TCS, B-BBEE
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your subcontractor records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your subcontractor records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your subcontractor records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR SUBCONTRACTOR RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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