Property Manager Vendor File Audit Checklist

A vendor file audit is a simple way to find paperwork problems before they become payment delays, compliance issues, or emergency confusion.

Audit checklist

1. Export or list all active vendors.
2. Mark which vendors are still used.
3. Check each file for W-9 status.
4. Check COI received and expiration date.
5. Check license or registration if required.
6. Confirm primary contact information.
7. Confirm service type and property/location.
8. Mark missing, expired, current, or inactive.
9. Create a follow-up list.
10. Set a monthly review rhythm.

Audit status labels

Best first move

Start with the vendors you use most often. Fixing the top 20 active vendors usually gives the fastest improvement.