COISoftware collects certificates of insurance from every vendor, contractor and tenant on your properties, reads each ACORD 25 with AI, checks the coverage against your requirements, and alerts you before any COI expires. Built for US property managers who carry the risk when a vendor is underinsured. Upload a COI above to see it read in seconds.
Last updated June 2026
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Different vendors and tenants carry different risk, so the coverage you require changes with the relationship. These are common starting points, not legal advice.
| Who you track | Coverage usually required | Why it matters |
|---|---|---|
| Maintenance and repair vendors | General liability, workers comp, auto | A slip, a fire or an injured worker on the property can fall back on the owner |
| Landscaping, cleaning, snow removal | General liability, workers comp | Recurring access means recurring exposure if a routine job goes wrong |
| Construction and renovation contractors | GL, workers comp, auto, umbrella, additional insured | Higher-risk work needs higher limits and the owner named as additional insured |
| Tenants (residential and commercial) | Renters or commercial GL, additional insured | Your lease requires proof, and an uninsured tenant claim becomes the owner problem |
| Specialized vendors (elevator, HVAC, security) | General liability, workers comp, professional liability | Specialized work adds professional and bodily injury exposure |
Set requirements to your own contracts and state law. Limits and coverages shown are common starting points, not legal or insurance advice.
A property manager can be responsible for hundreds of vendors and tenants across dozens of buildings. Tracking every certificate by hand is where the exposure creeps in.
Every building has maintenance vendors, contractors, landscapers and tenants, each with a policy that renews on its own schedule. Tracking all of them in a spreadsheet means something always slips.
A vendor COI that was valid at onboarding lapses quietly at renewal. If no one is watching the date, an uninsured contractor is working on your property and you do not know it until a claim arrives.
A certificate can be genuine and still fall short of what your management agreement or lease requires, whether that is a low general liability limit or a missing additional insured endorsement naming the owner.
The owner expects every vendor vetted, and your lease requires tenant coverage. When an auditor, owner or attorney asks for proof on a specific date, you need to produce it fast.
Property managers usually need the owner and the management company named as additional insured. A checked box on the COI is not the endorsement, and the gap only shows up when a claim is denied.
One property is manageable by hand. A portfolio of buildings, each with its own vendor list and renewal calendar, is not. Manual tracking turns into a part-time job no one has time for.
The cost of a missed certificate in property management is rarely small. An uninsured vendor injury, tenant fire or contractor accident can fall back on the owner and, by extension, the manager who was supposed to verify coverage. The work itself, reading each COI, checking it against the requirement, and watching the renewal date, is repetitive and rules-based, which is exactly what software does well. Certificate of insurance management software reads every certificate, checks it against your rules, and flags anything that expires or comes up short.
COISoftware reads every vendor and tenant certificate, checks it against your requirements, and watches the renewal dates across your whole portfolio.
Upload a COI from any vendor, contractor or tenant and the AI pulls the insurer, policy numbers, coverage types, limits, effective and expiration dates, and additional insured status, even from scans and phone photos.
Group certificates by building, owner, vendor or tenant so you can see compliance for one property or your entire portfolio at a glance.
Set the limits and required coverages your management agreements and leases demand. Every certificate is checked and flagged the moment a limit is short or a coverage is missing.
See whether the owner and management company are named as additional insured, so a required endorsement is confirmed and not just assumed from a ticked box.
Automated reminders at 60, 30 and 15 days mean a lapsing vendor or tenant policy is caught before the coverage gap, not after a claim.
Every certificate, its extracted data and its compliance status are stored together, so you can show an owner, auditor or attorney exactly what was covered on any date.
COISoftware reads the ACORD 25 and the broader certificate of liability insurance, then ties each certificate into full certificate of insurance management software and ongoing vendor insurance compliance tracking. If a vendor COI looks off, the same checks behind certificate of insurance verification flag it for a closer look.
From onboarding a new vendor to keeping a whole portfolio compliant, the workflow is the same four steps.
Enter the coverages and limits your management agreements and leases require, including additional insured wording for the owner and management company. Different requirements for vendors, contractors and tenants are fine.
Tip: Start from your toughest owner contract so every property clears the bar.
Request a COI from each vendor, contractor and tenant, or upload the ones you already have. The AI reads every certificate automatically, so there is no manual data entry.
Each certificate is checked against the requirement for that relationship. Short limits, missing coverages and absent additional insured endorsements are flagged for review before the vendor starts work.
Automated reminders track every expiration date and chase renewals before coverage lapses, so the whole portfolio stays compliant without a manual calendar.
Anyone responsible for proving that the vendors and tenants on a property carry real, current coverage.
Whether you manage apartment communities, office buildings or retail centers, every vendor and tenant on the property is an exposure until you have confirmed their coverage. COISoftware keeps each building compliant and gives you a single view across the whole portfolio, so a missed certificate at one property does not become a claim at the owner expense.
Community associations hire landscapers, pool services, contractors and management vendors, each of which needs current coverage with the association named as additional insured. Tracking those certificates by hand across a volunteer board or small staff is exactly where lapses happen, and exactly what automated tracking prevents.
Owners hold the ultimate risk, so they expect proof that every vendor and tenant was vetted. Centralized records mean you can answer an owner, lender or auditor on any date without digging through email. 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.
COI tracking is the process of collecting, verifying and monitoring certificates of insurance from the vendors, contractors and tenants on your properties. It confirms each one carries the coverage your management agreements and leases require, and watches every expiration date so no policy lapses while someone is working on or occupying the property.
Property managers require COIs to confirm that vendors and contractors carry adequate coverage before they work on the property, so an accident, injury or damage falls on the vendor insurer rather than the owner. A current certificate is also documentary proof of coverage if a claim, audit or lawsuit later questions whether insurance was in place.
Most property managers require commercial general liability, workers compensation and commercial auto from vendors, with higher limits and umbrella coverage for higher-risk construction work. They also require the owner and management company to be named as additional insured, plus a waiver of subrogation on many contracts. Set the exact limits to your management agreement and state law.
A vendor COI is a certificate of insurance issued by a vendor insurer that summarizes their active policies, coverage types, limits and effective dates on one ACORD form. Property managers collect a vendor COI to confirm the vendor is insured to the level the contract requires before allowing them to work on the property.
Smaller operations often track COIs in a spreadsheet, but most property managers move to COI tracking software once the portfolio grows past a couple dozen vendors. Software reads each certificate, checks the coverage against requirements, stores it by property and vendor, and sends automated renewal reminders, which removes the manual data entry and the missed expirations that spreadsheets invite.
If a vendor certificate expires and the policy is not renewed, any accident or damage during the gap may not be covered, leaving the owner and manager exposed to the claim. COISoftware sends reminders at 60, 30 and 15 days before expiration and flags lapsed certificates, so you can pause work or chase the renewal before the gap becomes a loss.
Most commercial leases and many residential ones require the tenant to carry liability or renters insurance and to name the owner and manager as additional insured. Tracking tenant COIs alongside vendor certificates keeps every party on the property covered and gives you proof of compliance if a tenant incident leads to a claim.
Collect, verify and track vendor and tenant COIs in one place.
Read ACORD 25 data, verify coverage and track every COI expiration.
Compare the leading COI tracking platforms honestly, side by side.
