COISoftware is the dedicated certificate of insurance verification layer for property managers who run their business in AppFolio. It collects a COI from every vendor, contractor and resident across your units, reads each certificate with AI, checks the coverage, limits and additional insured wording against your requirements, and keeps a defensible compliance record current, so your team is not keying certificates into AppFolio by hand or chasing expirations in a side spreadsheet. Upload a COI above to see it read in seconds.
Last updated July 2026
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AppFolio can store an insurance record on a vendor, but it does not read a certificate, verify the coverage against your requirements, or chase a renewal. Here is how managing insurance in AppFolio by hand compares to running a dedicated COI tracking system alongside it.
| Capability | Insurance fields in AppFolio alone | COISoftware alongside AppFolio |
|---|---|---|
| Read the certificate | Someone types the carrier, limits and dates from the PDF into the record by hand | AI reads every certificate, including scans and phone photos, and pulls the carrier, coverages, limits, dates and endorsements |
| Verify against requirements | No automatic check; a reviewer compares each certificate to your requirement themselves | Each certificate is checked against your requirement and anything short, missing or wrong is flagged |
| Additional insured and endorsements | Stored only if someone reads the endorsement and records it | Confirms additional insured, primary and noncontributory and waiver of subrogation wording on the certificate |
| Expiration and renewal chasing | A date field you have to watch and act on manually | Automated reminders chase expiring certificates and a renewed COI is read and re-verified on arrival |
| Mid-term cancellation | Not detected unless the vendor tells you | Flagged so a vendor whose policy lapsed is caught while still working on your property |
| Portfolio view | Coverage status scattered across records | Every property, vendor and resident in one compliance dashboard, filtered by property |
COISoftware is not affiliated with or endorsed by AppFolio, Inc. It is a dedicated COI verification system used alongside AppFolio as your property management platform. Confirm any data exchange with your own AppFolio configuration.
AppFolio runs the business: leasing, accounting, maintenance requests, the vendor and resident records. It can also hold insurance information on a record. What it does not do is read a certificate of insurance, check the coverage against your requirement, confirm the additional insured endorsement is real, or chase the renewal when a policy expires. So most managers end up with the business in AppFolio and the actual certificate verification in a spreadsheet, an inbox and someone memory, which is exactly where compliance slips.
To record a vendor insurance in AppFolio, someone opens the PDF and types the carrier, coverages, limits and dates into the record. Across a growing rent roll with dozens of maintenance vendors, each renewing annually, that is hours of manual entry that is easy to defer and easy to get wrong, and a mistyped limit hides a real coverage gap.
Storing an insurance record is not the same as confirming the vendor carries the limits your contract requires, names the owner and manager as additional insured on the right endorsement, and added primary and noncontributory and a waiver of subrogation. That comparison is a manual judgment someone has to make on every certificate, and it is the step that gets skipped when the team is small.
A certificate good today can expire or be cancelled next month while the vendor keeps taking your work orders. A date field in a record does not chase a renewal. Without automated reminders and re-verification, a lapsed vendor keeps working uninsured until someone happens to notice, usually after an incident.
Many AppFolio operators require residents to carry renters or liability insurance naming the community as additional insured. Collecting, reading and renewing those resident certificates is the same manual work as vendors, multiplied by every unit and every lease renewal.
The business is in AppFolio, but the certificate PDFs, the requirement checklist and the chase emails are in a shared drive and an inbox. When an owner, a lender or your own insurer asks you to prove every vendor and resident was covered, reconstructing that from two disconnected systems is slow and incomplete.
A manager with a few properties can keep up by hand. A growing management company adding doors every quarter in AppFolio, each with its own vendors, residents and renewals, cannot. The manual approach breaks exactly when growth is fastest and the exposure is rising.
AppFolio is a property management platform, not a certificate verification engine, and it does not claim to be one. The work of reading a certificate, checking it against a requirement, confirming the endorsements and chasing the renewal is repetitive, rules-based document work, which is exactly what dedicated software handles well. Certificate of insurance management software reads every certificate, checks it against your requirements, and flags anything short, expired or missing, so your AppFolio records reflect verified coverage instead of whatever someone last typed in. The two run side by side: AppFolio manages the business, COISoftware proves every vendor and resident on it is actually insured.
COISoftware reads every vendor, contractor and resident certificate across your AppFolio properties, checks it against your requirements, confirms the additional insured endorsements your leases and contracts rely on, and keeps a defensible compliance record current, so the insurance side of your business is verified instead of hand-keyed.
Upload or forward a certificate from any vendor, contractor or resident across your properties and the AI pulls the insurer, policy numbers, coverage types, limits, effective and expiration dates, and additional insured wording, even from scans and phone photos, so nobody keys certificates into a record by hand.
Enter the coverages, limits and endorsements your vendor contracts and leases require, and every certificate is checked against the right rule, so a vendor short on general liability, a resident missing the required limit, or a certificate without the required additional insured is flagged automatically.
See whether the owner and manager are named as additional insured, and whether primary and noncontributory and waiver of subrogation are present, on the forms your leases and contracts rely on, instead of guessing from a checked box on the certificate.
When a certificate is expiring, cancelled or non-renewed, COISoftware flags it and chases for a current COI automatically, so a vendor or resident whose coverage lapsed is caught while still on your property, not after a loss.
A management company running many properties in AppFolio sees every property, vendor and resident in one dashboard, filtered by property, so compliance scales with the number of doors instead of needing a person per property to watch dates.
Every certificate, requirement check and renewal is recorded with a date, so you can prove to an owner, a lender or your insurer that each vendor and resident was verified against your requirement, which a static record field cannot show.
COISoftware reads the ACORD 25 and the broader certificate of liability insurance, then ties every vendor and resident certificate into full certificate of insurance management software and ongoing vendor insurance compliance tracking. When a certificate looks off, the same checks behind certificate of insurance verification flag it for review. It is the same workflow as COI tracking for property management and COI tracking for small business, run as the insurance-verification layer next to the property management platform your team already uses every day.
Verifying insurance across your AppFolio properties follows the same four steps whether you manage a hundred doors or ten thousand.
Enter the coverages, limits and endorsements your vendor contracts and leases require, and vary them by property and vendor type so a plumber, a roofer and a landscaper each get the right rule, and residents get the renters or liability limit their lease demands.
Tip: Match each requirement to the insurance clause in your vendor contract or lease so the verification mirrors what you actually agreed to.
Request a COI from each vendor before they start and each resident before move-in, or upload the certificates your team already receives. The AI reads every one automatically, so building a verified record alongside your AppFolio records does not turn into hours of manual data entry.
Each certificate is checked against the requirement for that property and vendor or resident type. Short limits, missing coverage, absent endorsements, an expired policy and a missing additional insured are flagged, so the compliance status of your business is real, not assumed.
Automated reminders chase any expiring certificate, and a cancelled or non-renewed policy is flagged, so coverage stays current for every vendor and resident across every property without a manager tracking dates by hand.
Property managers who run the business in AppFolio and need the insurance on it verified, not just stored.
A residential manager runs leasing, accounting and maintenance in AppFolio but is on the hook to prove every maintenance vendor carried the coverage the contract required. COISoftware turns each requirement into a live pass or flag, so a small team sees verified coverage instead of hand-keying certificates into records. It is the same workflow as COI tracking for property management, run next to the platform the business lives in.
A company adding units every quarter cannot put a person on insurance dates at each new property. The same dashboard tracks every vendor and resident across every property, the same way COI tracking for small business keeps a lean team compliant as it scales.
An owner or compliance lead needs a defensible, dated record that every vendor and resident was verified against the right requirement. To collect, verify and monitor every certificate in one place, pair this with vendor insurance compliance software, and if you are comparing platforms, our best COI tracking software roundup walks through the options honestly.
AppFolio can store insurance information on a vendor record, but it does not read a certificate, verify the coverage against your requirements, confirm the additional insured endorsement, or automatically chase a renewal. Those steps are done by hand or by a dedicated COI tracking system that runs alongside AppFolio, which reads each certificate with AI and flags anything short, missing or expired.
COISoftware runs alongside AppFolio as the dedicated insurance verification layer. Your team manages leasing, accounting and maintenance in AppFolio, while COISoftware reads every vendor and resident certificate, checks it against your requirements, confirms additional insured and endorsements, and tracks expirations. It keeps a verified compliance record so the insurance status of your business is real, not just whatever was last typed into a record.
No. COISoftware is an independent certificate of insurance tracking and verification system and is not affiliated with or endorsed by AppFolio, Inc. It is built to work alongside AppFolio for property managers who run their business there and need their vendor and resident insurance verified and monitored rather than only stored.
Yes. COISoftware reads and verifies any certificate, so a community that requires residents to carry renters or liability insurance naming the owner as additional insured can track those resident certificates the same way it tracks vendor and contractor certificates, with the same requirement checks, renewal reminders and audit trail.
A property manager typically verifies general liability, workers compensation, commercial auto and umbrella or excess liability at the limits the contract requires, plus additional insured status naming the owner and manager, primary and noncontributory wording, and a waiver of subrogation where the contract demands it. The exact coverages come from your vendor contract or lease, and the certificate has to show all of it before the vendor works or the resident moves in.
Yes. COISoftware tracks every vendor and resident on every property in one dashboard, filtered by property, so a management company running many properties in AppFolio sees compliance across the whole portfolio without assigning a person to watch insurance dates at each one. A vendor working across several of your properties is verified against each property requirement.
