For a property management company, the right COI tracking platform is the one that treats tenants and vendors as two separate compliance populations, holds a different requirement set per building instead of one portfolio-wide rule, and reads the additional insured endorsement rather than trusting a checkbox on the certificate. Almost every product here will file an ACORD 25 and email a reminder before it expires. The ones worth paying for tell you whether the ownership entity on the lease is actually named on the endorsement schedule, which is the only thing that matters when a slip and fall claim arrives. Upload a tenant or vendor certificate above to see what gets pulled off it before you shortlist anything.
Last updated September 2026
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Every cell is taken from the vendor's own site or marked as not published. Nothing is estimated. Checked 2026-09-07.
| Platform | Who pays | Publishes a price? | Property system integrations |
|---|---|---|---|
| COISoftware | The manager | Yes. Starter $49 a month and Plus $149 a month, roughly half on annual billing, free trial with no card | API and spreadsheet export; no native PMS app |
| Jones | The manager. Jones states it never charges your vendors or subcontractors | No figure. Its pricing page describes a flat fee per record per year with unlimited COIs and lease extractions | MRI Software, Yardi Voyager, Prism, plus Procore, CMiC, Vista, Sage 300 and Sage Intacct |
| RealPage Vendor Credentialing (formerly Compliance Depot) | The vendor pays to enroll | Yes. $99 a year for on-site vendors, $80 for off-site, renewing automatically each anniversary unless the vendor gives 30 days written notice | RealPage |
| NetVendor | Vendor credentialing model | No | Publishes concurrent integration across Yardi, RealPage, AppFolio, Entrata, MRI, ResMan and Rent Manager |
| Docutrax (Risk Toolbox) | The manager, with an optional vendor-pay program | No figure on its own site. A SourceForge listing shows a $4,500 per year starting price, which is a third-party directory entry rather than a Docutrax page | Not published |
| myCOI (illumend) | The manager | No | Not published |
| TrustLayer | The manager | Partly. A free Starter tier up to 50 vendors on trustlayer.io/plans; the paid tiers carry no figure and trustlayer.io/pricing returns 404 | Not published |
| SmartCompliance | The manager | No | Not published |
| Certificial | The manager | Yes. Free to five suppliers, Professional from $99 a month | Not published |
| CertFocus (Vertikal RMS) | The manager | Yes, and it is the most complete published rate card in the category | Not published |
Verified on vendor sites in September 2026. Competitor pricing changes; confirm current figures directly with each vendor before you sign anything.
Six things are true across a managed portfolio that are not true for a general contractor or a procurement team, and they are the honest basis for comparing these platforms.
Vendors are driven by a services contract: the landscaper, the elevator contractor, the roofer. Tenants are driven by a lease, and the insurance clause in that lease is often the only place the requirement is written down. The two renew on different schedules, escalate to different people and fail in different ways. A vendor who lets coverage lapse gets locked out of the property. A tenant who lets coverage lapse is still in the building, still paying rent, and still your exposure. Any platform that treats tenants as a second kind of vendor makes the tenant side harder than it needs to be.
A Class A office tower, a strip center and a garden apartment complex do not carry the same limits, and neither do the vendors working on them. If the software supports one global requirement template with manual exceptions, somebody on your team will be maintaining those exceptions in a spreadsheet within a quarter, which puts you back where you started.
This is the most expensive detail in the category and almost nobody publishes it. When a property manager sends insurance requirements to a tenant, the request very often names CG 20 10, the contractor form. The correct form for a landlord is CG 20 11, ADDITIONAL INSURED - MANAGERS OR LESSORS OF PREMISES, which grants status for liability arising out of the ownership, maintenance or use of that part of the premises leased to the tenant. Ask for CG 20 10 and you may get a form that only responds while the tenant performs operations for you, which is not the relationship you have.
A commercial lease normally requires the ownership entity, the management company and often the lender to be named. Portfolios held in single-purpose LLCs make this worse, because the correct entity name changes building by building and a tenant broker will not guess it right. Certificates that name the management company alone are the most common defect in a managed portfolio, and checkbox-level review will never catch it.
Multifamily operators searching for COI tracking often need two unrelated things. Resident renters insurance compliance runs at unit scale, usually through the property management system or a renters insurance compliance provider, with a forced-placed or waiver program behind it. Commercial tenant and vendor COI tracking runs at document scale and turns on endorsement forms. Buying one expecting it to solve the other is a common and expensive mistake.
Property management is the one vertical where vendor-pay credentialing is normal. RealPage Vendor Credentialing charges the vendor to enroll, which moves cost off your budget onto your suppliers. Jones states plainly that it never charges your vendors. Docutrax offers a vendor-pay program as an option. That is three different answers to the same question, and it changes both your budget and your vendor relationships.
Six differences that change the shortlist, each checked against the vendors themselves in September 2026.
RealPage Vendor Credentialing charges the vendor a $99 annual registration fee for on-site work and $80 for off-site, renewing automatically on each anniversary unless the vendor cancels in writing 30 days ahead. At multifamily scale, vendors expect it. With a specialist contractor who works one of your buildings once a year, it creates real friction, and it is the reason vendor-pay platforms generate the complaint volume they do. Manager-pay platforms remove that friction and put the cost on your line item instead. Decide which trade-off you want before you take a single demo.
If your vendor and tenant records already live in Yardi, MRI, RealPage, Entrata or AppFolio, a platform that writes compliance status back into that record removes a duplicate list your team would otherwise maintain by hand. Jones publishes native connections to MRI Software, Yardi Voyager and Prism. NetVendor publishes concurrent integration across Yardi, RealPage, AppFolio, Entrata, MRI, ResMan and Rent Manager. Most other platforms in this table publish no property system integrations at all, which does not mean they have none, only that you have to ask.
The ACORD 25 states on its own face that it confers no rights and that the policy must have additional insured provisions or be endorsed. The proof is the endorsement page: the form number, the edition date, and your exact legal entity typed into the schedule. Software that captures the form number and edition off the endorsement will show you whether you hold CG 20 11 or CG 20 10. Software that reads the ADDL INSD checkbox cannot tell the difference, because the certificate has one column and no field for a form number.
The practical test is whether you can hold a different requirement template for each property and see, in one view, which buildings are out of compliance rather than which vendors are. Ask to see that screen in the demo with more than one requirement set loaded. A surprising number of products handle it with tags and saved filters, which works until the person who built the tagging convention leaves.
CertFocus publishes the most complete rate card in the category. Certificial publishes a Professional entry rate and is free to five suppliers. TrustLayer publishes a free tier ceiling but no paid figure. RealPage publishes a vendor-side fee rather than a client-side one. Jones publishes a pricing page that names two products and describes a per-record model without a number. Docutrax, myCOI, SmartCompliance and NetVendor publish nothing. Knowing which is which before you book calls saves a fortnight.
Docutrax fields licensed, US-based P and C professionals, uses CRIS-certified reviewers on higher-risk scopes, and states more than 300,000 comprehensive policy evaluations over ten years. myCOI pairs software with a managed review team. Jones Operator puts a dedicated specialist on your account. If your portfolio needs a human arguing with a tenant broker rather than an automated reminder, those are the honest recommendations and this page will not pretend otherwise.
Five checks that settle this faster than any sales process will.
Write down how many vendors and how many tenants you actually collect certificates from, and how many distinct requirement sets you need. Those three numbers drive every quote you will receive and they eliminate half the shortlist immediately. A portfolio with 400 vendors and 90 commercial tenants across 22 buildings is a different purchase from one with 60 vendors on one asset.
Vendor-pay credentialing keeps the cost off your operating budget and works where suppliers already expect it. It costs you leverage with specialist trades and it generates vendor complaints you will handle. Manager-pay puts the number on your line item and removes the friction. There is no universally right answer, but making the decision first stops you comparing quotes that are not comparable.
The question is: does your platform read the attached endorsement forms and capture the form number and edition date, or does it read the ADDL INSD and SUBR WVD checkboxes on the ACORD 25? Ask for the answer in an email you keep. Certificate-only review is cheaper to build and a good deal of the category does it.
Every demo uses a tidy ACORD 25. Take a real packet with a blanket additional insured endorsement attached and a Description of Operations box full of manuscript wording, upload it, and see whether the platform tells you which form you hold. Blanket endorsements are exactly where checkbox-based review fails, because a correctly issued certificate can have an empty checkbox and full coverage behind it.
An integration list is not the same as a write-back. Ask whether compliance status lands on the vendor or tenant record inside Yardi, MRI or RealPage automatically, or whether somebody on your team re-keys it. Ask which direction the data flows and what happens when the two systems disagree about a vendor name.
The questions property management buyers actually search, answered directly.
The best fit for a property management company is the platform that tracks tenants and vendors as two separate populations, holds a different requirement set per building, and reads the endorsement pages rather than the certificate checkboxes. If your records already sit in Yardi, MRI or RealPage, a native write-back usually matters more than feature count. If you would rather your suppliers carried the cost, you are choosing a vendor-pay credentialing network instead, which is a different product with a different set of trade-offs.
Published self-serve pricing in this category starts around $49 a month for a small portfolio and runs to enterprise contracts quoted per record or per vendor per year. Vendor-pay credentialing moves the cost onto suppliers instead: RealPage Vendor Credentialing charges the vendor $99 a year for on-site work and $80 for off-site. Most enterprise platforms in this vertical quote rather than publish, so expect a call before you get a number. Every published rate we could verify sits side by side on the COI tracking software pricing comparison.
Yes. Nearly every commercial lease requires the tenant to carry general liability and to name the landlord and the management company as additional insureds. If nobody verifies that, the requirement is unenforced and the ownership entity carries the risk. Tenant certificates renew annually, so it is continuous work rather than a move-in checklist item, and the renewal is where most portfolios lose track.
Jones publishes a native Yardi Voyager integration alongside MRI Software and Prism. NetVendor publishes concurrent integration across Yardi, RealPage, AppFolio, Entrata, MRI, ResMan and Rent Manager. Several other platforms connect through API or file exchange rather than a native app, so ask whether compliance status is written back onto the vendor record automatically or whether somebody re-keys it. Our own approach is covered on the COI tracking for Yardi page.
CG 20 11, ADDITIONAL INSURED - MANAGERS OR LESSORS OF PREMISES, is the form that matches a lease. It grants additional insured status for liability arising out of the ownership, maintenance or use of the part of the premises leased to that tenant. It carries limits worth knowing: coverage stops for any occurrence after the tenant ceases to be a tenant, and it excludes structural alterations, new construction and demolition performed by or for the landlord. It also has an Additional Premium line on its schedule, so it is a purchase the tenant makes rather than something a carrier adds for free.
It depends on your leverage and your vendor mix. Vendor-pay keeps the cost off your budget entirely and works at multifamily scale where suppliers already carry several credentialing memberships. It costs you goodwill with specialist trades who work one building a year and see the fee as a tax, and some will decline the work or price it back into the bid. Manager-pay platforms remove that friction and give you control over the requirement rules. The honest test is whether your vendors have somewhere else to go.
No. The ACORD 25 says so on its own face: it confers no rights on the holder and the policy must have additional insured provisions or be endorsed. The proof is the endorsement page, showing the form number, the edition date and your exact legal entity in the schedule. This matters more in a managed portfolio than anywhere else, because the correct entity is usually the single-purpose ownership LLC rather than the management company a tenant broker will name by default.
The best fit tracks tenants and vendors as two separate populations, holds a different requirement set per building, and reads endorsement pages rather than the ACORD 25 checkboxes. If your records live in Yardi, MRI or RealPage, native write-back usually outweighs feature count. If you want suppliers to carry the cost, you are shopping for vendor-pay credentialing, which is a different product.
RealPage Vendor Credentialing, formerly Compliance Depot, charges the vendor an annual registration fee of $99 for on-site vendors and $80 for off-site vendors. Registration renews automatically on each anniversary date unless the vendor gives thirty days prior written notice of termination. The property management company pays nothing for that enrollment, which is the point of the model.
No. Jones states on its own pricing page that it never charges your vendors or subcontractors, and describes a flat fixed fee priced per record per year with unlimited COIs and lease extractions. It does not publish a dollar figure, so the number itself comes by quote. That manager-pay position is the practical opposite of the vendor-pay credentialing model.
General liability, workers compensation and business auto liability for anyone performing work on site, with limits scaled to the work. Roofers, elevator contractors and anyone doing hot work usually need umbrella coverage above the general liability limit. The requirement should name the ownership entity, the management company and any lender as additional insureds, and specify the endorsement forms rather than asking for a certificate alone.
No. Resident renters insurance compliance runs at unit scale, usually inside the property management system or through a renters insurance compliance provider with a forced-placed or waiver program behind it. Commercial tenant and vendor COI tracking runs at document scale and turns on endorsement forms and named entities. Multifamily operators frequently need both, and one product rarely does both well.
Because it does not say which form you received or whose name is on it. A tenant can hand you a certificate with ADDL INSD checked while the endorsement behind it is CG 20 10, the contractor form, which responds only while the tenant is performing operations for you. The lease relationship needs CG 20 11. The checkbox has one column and no field for a form number, so only the endorsement page settles it.
The better platforms can, and it is the single most useful question to ask in a demo. Ask to see a view that shows which properties are out of compliance rather than which vendors are, with more than one requirement template loaded. Products that handle this with tags and saved filters work until the person who designed the tagging convention leaves.
Jones publishes native integrations with MRI Software, Yardi Voyager and Prism. NetVendor publishes concurrent integration across Yardi, RealPage, AppFolio, Entrata, MRI, ResMan and Rent Manager. Most other platforms in this comparison publish no property system integrations, which means you should ask rather than assume, and ask specifically whether status is written back or only read.
Keep them for the length of the lease plus the period a claim can still be brought under state law, which in most cases means several years past move-out rather than the policy year. Keep the endorsement pages with the certificate, because those are what evidence the coverage. A certificate on its own proves that a document was issued, not that you were covered.
Software is enough when your team can act on a flagged deficiency and is willing to chase a tenant broker. Managed review makes sense when nobody in-house is qualified to judge a manuscript endorsement or has time to argue about it. Docutrax, myCOI and the Jones Operator service all field people who do that work. We do not, and we would rather say so than sell you a subscription that leaves the chasing on your desk.
Docutrax publishes no price on its own website. It publishes the model: how much of the operation you place with its team, how deep the review goes, and the size of your third-party population, adjustable independently. A SourceForge directory listing shows a $4,500 per year starting price, which is a third-party entry rather than a Docutrax figure. It also offers an optional vendor-pay program.
Collection of certificates from tenants and vendors, extraction of coverage types, limits and dates, comparison against the requirement set for that property, renewal reminders before expiry, and an audit trail per property. What it does not automate is the negotiation when a broker refuses to issue the endorsement you asked for. That still takes a person, in-house or outsourced.
Track tenant and vendor certificates across every building you manage.
Keep vendor compliance status in step with Yardi Voyager.
What RealPage Vendor Credentialing charges vendors, and what else exists.
The per-record real estate platform compared with published software pricing.
Vendor credentialing for multifamily, compared honestly.
The full roundup of every major COI platform, honestly compared.
Every published rate, annual minimum and setup fee, side by side.
The construction comparison, built on endorsement and per-project review.
The CG 20 series form by form, including CG 20 11 for landlords.
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