Partner Compliance Management
What is Partner Compliance Management?
Partner Compliance Management is TMS.ai's system for tracking and maintaining carrier documentation, insurance requirements, and regulatory status throughout your carrier relationships. After a carrier joins your network, their insurance expires, certifications need renewal, and operating authority requires verification. This feature centralizes all partner compliance documents and provides visibility into what's current, what's expiring soon, and what's overdue.
Instead of discovering expired insurance when there's a claim or learning about lapsed authority during an audit, you track compliance status in real-time as part of normal operations. The system stores documents by category, tracks expiration dates, and flags issues before they become problems that prevent you from tendering loads.
How Partner Compliance Management works:
1. Access partner compliance through the partner record. Navigate to the Partners module and select the carrier whose compliance you need to review. Click the Compliance tab to view all documents, certifications, and regulatory requirements specific to that partner. This view shows document upload dates, expiration dates where applicable, and current status for each compliance requirement.
2. Review and categorize uploaded documents. Documents submitted during onboarding appear automatically in the partner's document storage, organized by the categories you defined (insurance, authority, safety certifications, etc.). Each document displays its upload date and type, making it easy to identify which requirements are satisfied and which still need attention. Add additional documents manually when carriers provide updates outside the onboarding workflow.
3. Update compliance status for each requirement. For each compliance item, set the status to Approved when documentation meets your requirements, Needs Review when clarification is required, or Rejected when documentation is insufficient or expired. These status indicators provide at-a-glance visibility into which partners are fully compliant and which need follow-up. Status changes create audit trails showing who approved documents and when.
4. Manage partner contact information. Review and update contact details provided by the carrier during onboarding. Add additional contacts for dispatch, accounting, or safety as your working relationship develops. Maintaining current contact information ensures compliance communications reach the right people at partner companies.
5. Set overall partner status based on compliance. After reviewing all compliance documentation, update the partner's system-wide status. Active status indicates the carrier is fully compliant and eligible for load tenders. Needs Review flags partners requiring additional documentation or clarification. Rejected status removes the carrier from consideration for new loads until compliance issues are resolved.
6. Store and retrieve documents throughout the relationship. All compliance documents remain accessible in the partner record for the duration of your relationship. When carriers upload updated insurance certificates or renewed certifications, add them to the existing document library. This creates a complete compliance history showing how the partner has maintained (or failed to maintain) proper documentation over time.
What it means for you:
You can answer "are they compliant?" in seconds instead of hours spent digging through email. When your safety manager asks about a carrier's insurance limits before booking a high-value shipment, you're looking at the current certificate, not hoping the one from six months ago is still valid.
The difference appears during audits and claims. When you need to prove a carrier had active insurance on a specific date, the documentation is already organized and timestamped. When insurance lapses, you know immediately rather than discovering it when filing a claim. Your brokerage maintains defensible compliance records without adding dedicated compliance staff.