Monitor websites and portals that have no API or alerts
Stepwork opens every site on your list, reads what's on the page, checks it against rules you write, and alerts your team only when something needs a look.
- Use case
- Scheduled checks on websites and portals your team watches by handOps
- Best for
- Compliance Manager, Operations Manager, Vendor Manager
- Applications used
License lookup
Supplier portal
Excel
Microsoft Teams
Slack
- Business outcome
- Lapsed licenses and new notices flagged the day they appear
The problem
Someone checks the same sites by hand, every week.
- Open each license lookup, portal, and regulator site on the list
- Search for every vendor, license, or account number
- Read the status, expiration date, or newest notice
- Compare it with last time, from memory or a spreadsheet
- Email the owner when something looks wrong
- Miss the one that lapsed because the list ran long
Systems
Works on the sites your team already checks
Most of these sites have no API and send no alerts. Stepwork opens them in a browser the way your team does, signs in where a login is needed, and reads what's on the screen.
- License and registration lookups: License lookup, Regulator website, FMCSA SAFER
- Supplier and customer portals: Supplier portal, Client portal, Vendor portal, SAP Ariba, Coupa
- Watch lists: Excel, SharePoint
- Where alerts go: Microsoft Teams, Slack, Outlook, Gmail
Example procedures
Two checks, step by step
One looks up every license on your list and flags the ones that lapsed or expire soon. One reads supplier portals each morning and passes on only the notices that match what you watch for. Swap in your team chat above each one and the steps stay the same.
Daily license and certification checks, flagged in Microsoft Teams
Every weekday morning Stepwork works through your license list, looks each one up on the site that issued it, and flags any license that lapsed or expires soon in Microsoft Teams.
- Excel
- License lookup
- Microsoft Teams
Swap in your systemsThe steps stay the same. Only the screens change.
Daily license and certification checks, flagged in Microsoft Teams
Extraction
Read the licenses on the watch list
Scheduled · weekdays at 7:00
Extracted variables
- vendor_name
- license_number
- lookup_site
Extraction
Look the license up on the state's site
Input variables
- license_number
- lookup_site
Extracted variables
- license_status
- expiration_date
Rule logic
Does the license need a look?
Input variables
- license_status
- expiration_date
Paths
- If the status isn't Active, or it expires within 30 daysThen: Flag it for compliance in Microsoft Teams
- OtherwiseThen: Write the status and check date to the list
Execution
If it needs a lookFlag it for compliance in Microsoft Teams
Input variables
- vendor_name
- license_status
- expiration_date
Output
- flagged_vendor
Execution
If it's in good standingWrite the status and check date to the list
Input variables
- license_number
- license_status
Output
- checked_count
Summary
Sum up the day's checks for compliance
Input variables
- checked_count
- flagged_vendor
Drag to explore · pinch to zoom
Step by step
- The watch list comes inStepwork reads the list your team keeps in Excel: each vendor or contractor, their license number, and the site that issued it. Each row is one pass through the loop.
- Each license gets looked upInside the solid frame, Stepwork opens the state or board's lookup page, searches the license number, and reads the status and expiration date off the result, the way a person would.Repeats: For each license on the list · 300 licenses
- Your rule decides what countsThe rule is the one your team wrote: if the status isn't Active, or the license expires within 30 days, the run takes the top path. Nothing is trained or guessed.
- If it needs a lookFlag it for compliance in Microsoft Teams
- If it's in good standingWrite the status and check date to the list
Repeats: For each license on the list · 300 licenses - Problems get flaggedOnly when the license needs a look: compliance gets a message in Microsoft Teams with the vendor, the status, and the expiration date the site showed.Only on this path: If it needs a lookRepeats: For each license on the list · 300 licenses
- The list stays currentWhen the license is in good standing, Stepwork writes the status and today's date back to its row, so the list shows when it was last checked.Only on this path: If it's in good standingRepeats: For each license on the list · 300 licenses
- Compliance gets the day's pictureAfter the last row, the Summary card lists how many licenses were in good standing and which ones were flagged.
Field map
| From | To |
|---|---|
| ExcelWatch list: license number | License lookupSearch: license number |
| License lookupResult: status | ExcelWatch list: last status |
| License lookupResult: expiration date | Microsoft TeamsCompliance alert: expires on |
Morning read of supplier portal notices, matched to what you watch for
Every morning Stepwork signs in to each supplier portal on your list, reads the newest notices, and sends only the ones that match what you watch for to their owner in Microsoft Teams.
- Excel
- Supplier portal
- Microsoft Teams
Swap in your systemsThe steps stay the same. Only the screens change.
Step by step
- The watch list comes inStepwork reads the list your team keeps in Excel: each portal, who owns it, and what to watch for, written in plain words, like “a price increase, a recall, or a change to payment terms.”
- Each portal gets readInside the solid frame, Stepwork signs in to the portal with your team's login, opens the notices page, and reads every notice posted since the last run.Repeats: For each portal on the list · 20 portals
- The AI step reads the noticesThe AI step answers one question for each notice: does it match what this portal's row says to watch for? It returns the matches and a one-line reason for each. There is no model to train.Repeats: For each portal on the list · 20 portals
- The rule decides who hears about itIf the AI step found at least one match, the run takes the top path. If nothing matched, the portal is done and nobody gets a message.
- If a notice matchedSend the match to its owner in Microsoft Teams
- If nothing matchedSum up the morning's portal checks
Repeats: For each portal on the list · 20 portals - Matches go to their ownerOnly when a notice matched: the portal's owner gets a message in Microsoft Teams with the notice and the reason it matched.Only on this path: If a notice matchedRepeats: For each portal on the list · 20 portals
- The team gets the morning's pictureAfter the last portal, the Summary card lists the portals that had something worth a look.
Flows
Checks these procedures run
Each flow is one recorded check on one site's screens. Procedures run them on a schedule and act on what they read.
- Gatekeeper
Extract expiring vendor compliance documents
Extracts vendor insurance certificates, SOC 2 reports, and certifications expiring within the window. - SAP Ariba
Extract contract workspace expirations
Extracts contract workspaces with end dates in the horizon window and their auto-renew terms. 
CoupaExtract expiring contracts from Coupa
Extracts contracts with end dates inside the horizon window, with supplier, value, and auto-renew flags.
IroncladExtract auto-renew and notice period flags
Extracts vendor agreements with auto-renew clauses and their cancellation notice periods across the repository.- License lookup
Look up a license by number
Opens a state or board lookup page, searches the license number, and reads the status and expiration date. - Supplier portal
Read new notices on a supplier portal
Signs in, opens the notices page, and reads every notice posted since the last run. 
Regulator websiteRead a regulator's latest updates
Opens the updates or bulletins page and reads each new entry's title, date, and text.
Why Stepwork
The same check, the same way, every morning
Stepwork runs the check you recorded once, so every site gets opened, searched, and read the same way. What counts as a problem is a rule your team writes, not a model you train, and an AI step only reads free text when you ask it a question in plain words. Every run keeps a screenshot of each page it read, so you can show when a license was checked and what the site said.
ProceduresDeterministic agents
Book a DemoFAQ
Common questions
The math
What the manual version costs a compliance team
Example volumes for a team checking 300 licenses and 20 portals by hand. Swap in yours.
Illustrative estimate, not a quote. These are example volumes and typical hand times, not a customer's results. Your numbers will differ, and we can work them out with you.
| The manual task | Times a week | Minutes each | Hours a week |
|---|---|---|---|
| Look up a license on a state or board website | 60 | 4 | 4 |
| Read a supplier or customer portal for new notices | 40 | 6 | 4 |
| Update the tracking spreadsheet | 100 | 1 | 1.7 |
| Deal with a lapse that was caught late | 2 | 45 | 1.5 |
- Hours a week
- 11
- Hours a year
- 558
- Of one full-time person
- 28%
Example volumes, not a customer's numbers. Minutes are the typical time to do each step by hand. Hours a year assume 50 working weeks.