Automated Carrier Insurance Certificate Expiry Tracking
Every Monday, WebRun checks carrier insurance certificate records against upcoming expiry dates, matches carriers to active loads in ProMiles, cross-references carrier payment status in QuickBooks, and drafts insurance renewal request emails in Gmail for your team to review and send.
How do I automatically track and chase expiring carrier insurance certificates?
WebRun checks carrier insurance certificate records in ProMiles every Monday, flags any expiring within 30 days, and cross-references each carrier's account status in QuickBooks. It then drafts renewal request emails in Gmail for your team to review and send, so no active carrier operates on a lapsed certificate.
- No active carrier operates on a lapsed insurance certificate
- Renewals flagged 30 days in advance to allow time for processing
- Carrier account status verified in QuickBooks before outreach
Built for heavy haul carriers · freight brokers · transport compliance teams · carrier relationship managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.promiles.com/permit-managerin a real browser with your saved login - no setup, no API keys. -
1
ProMiles - match active carriers to upcoming permitted loads
promiles.com
WebRun opens ProMiles to match active carriers to upcoming permitted loads. - Open ProMiles and identify carriers assigned to loads in the next 30 days
- Check each carrier's insurance certificate expiry date on record
- Flag any carrier whose certificate expires within 30 days or is already expired
Done when All carriers with expiring insurance certificates are identified.
-
2
QuickBooks - verify carrier payment and account status
- Open QuickBooks and look up each flagged carrier's vendor profile
- Confirm the carrier is active and in good payment standing
- Note any carriers with outstanding invoices that may affect the renewal process
Done when Each flagged carrier's account status is verified in QuickBooks.
-
3
Gmail - draft insurance renewal requests for review
gmail.com
WebRun opens Gmail to draft insurance renewal requests for review. - Draft a polite renewal request email to each carrier with an expiring certificate
- Include the certificate expiry date, the required coverage details, and your submission deadline
- Leave all drafts unsent for your team to review before sending
Done when Renewal request drafts are staged in Gmail for every flagged carrier, awaiting team review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send renewal request emails to carriers automatically?
No. WebRun drafts all renewal request emails in Gmail and leaves them unsent for your team to review. No external communication goes out without a human approving it first.
Where does it get the insurance certificate data?
It reads carrier records from ProMiles, where certificates and their expiry dates are stored as part of carrier compliance documentation. Any certificates not in ProMiles will not be flagged.
What if a carrier has already renewed and uploaded the new certificate?
It reads the current expiry date from ProMiles each Monday, so carriers with a valid renewed certificate on file are automatically skipped.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.