How Property Managers Can Clean Up Vendor Folders Before an Audit

Vendor folder cleanup is easier when you stop trying to fix everything at once. Start by separating active vendors from inactive vendors, then review missing and expired documents.

Cleanup order

1. Export or list all vendor names.
2. Mark active vs inactive vendors.
3. Create one folder per active vendor.
4. Move W-9s, COIs, licenses, contracts, and notes into the folder.
5. Track missing or expired items in a spreadsheet.
6. Send one clean follow-up request per vendor.

Folder sections

• contracts or agreements
• W-9
• COI and insurance documents
• licenses
• email approvals
• work scope or service notes
• renewal reminders

Audit prep status labels