property management

COI Expiration Tracker: What to Track So Vendors Do Not Go Out of Compliance

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A certificate of insurance is not a one-time file. It expires. If nobody tracks expiration dates, a vendor can look fine in the folder but be out of compliance when work starts. Quick answerTrack vendor name, policy type, expiration date, certificate holder, limits, received date, and renewal follow-up status. COI tracker columns Column Purpose vendor … Read more

COI Expiration Calendar: How to Stop Chasing Insurance Certificates Late

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Certificates of Insurance are not “set it and forget it” documents. They expire, get replaced, and often need special wording for certain clients or properties. Quick answerCreate a COI expiration calendar with vendor name, policy dates, certificate holder needs, renewal reminder dates, and proof of follow-up. Calendar fields to track Field Why it matters Vendor … Read more

Property Manager Vendor Folder System: A Simple Digital Setup

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Vendor paperwork gets messy when everything lives in inboxes. A simple folder system can make COIs, W-9s, licenses, and contacts easier to find when something breaks. Quick answerCreate one master vendor folder, one folder per vendor, and a tracker for expiration dates, contact info, services, and approval status. Folder structure Folder What goes inside Vendor … Read more

COI Expiration Tracker: The Simple Spreadsheet Columns You Need

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COI tracking becomes stressful when certificates live only in email threads. A vendor can be approved one month and expired the next, and nobody notices until an urgent job is already scheduled. Quick answerUse a spreadsheet with vendor name, service type, COI expiration date, coverage notes, additional insured status, last request date, next follow-up date, … Read more

Vendor Onboarding Checklist for Small Property Management Companies

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Vendor onboarding does not need to be a giant corporate system. For a small property management company, the main goal is simple: know who is approved, what paperwork is missing, when insurance expires, and who to contact when work needs to happen fast. Quick answerStart with a checklist for W-9, COI, license if required, service … Read more