COISoftware collects a certificate of insurance from every contractor, moving company, security vendor and service provider working at your facilities, reads each ACORD 25 with AI, checks the limits your operating standards require, and confirms your ownership entity and management company are named as additional insured. Built for US self-storage operators, REITs and third party management companies. Upload a COI above to see it read in seconds.
Last updated July 2026
Upload your certificates of insurance
Drop files here or click to upload
Up to 50 files
Uploading...
A mover, a paving contractor and a security installer carry different risk, so operators require different coverage by scope. These are common starting points, not legal or insurance advice.
| Vendor type | Coverage commonly required | Why the operator verifies it |
|---|---|---|
| Build-out, paving and roofing contractors | General liability, workers compensation, commercial auto, additional insured, waiver | Jobsite work on an operating facility with tenants present carries a construction exposure |
| Moving and labor companies on site | General liability, commercial auto, cargo, additional insured for the facility and owner | Trucks and customer goods on your property create an auto and liability exposure |
| Security, gate and access vendors | General liability, professional or errors and omissions, additional insured | A gate or access system failure carries a professional exposure basic general liability does not answer |
| Landscaping, pest, snow and janitorial | General liability, commercial auto, workers compensation, additional insured | Routine site vendors still carry an injury and property exposure to the facility |
| Third party management companies | General liability, professional liability, crime or fidelity, additional insured | A company running the facility handles funds and operations the owner wants covered |
Set requirements to your own operating standards, management agreements and risk tolerance. Coverages shown are common starting points, not legal or insurance advice.
A self-storage operator runs many sites at once, often through a third party management company, and each facility clears its own set of vendors: build-out and paving contractors, gate and security installers, referred moving companies, landscapers, pest control and snow removal. Every one carries its own policy, the list differs by site, and tracking coverage across a portfolio of facilities is exactly where a single spreadsheet breaks down.
An operator with dozens or hundreds of sites cannot track vendor coverage in one spreadsheet per property and still see the whole portfolio. When a certificate expires at one facility, no one at the corporate level sees it until a claim, and that blind spot is the core problem at portfolio scale.
A moving company that operates on your property, or that you refer to tenants, should name the facility and its ownership as additional insured on general liability and commercial auto. Confirming that wording on every mover, rather than assuming it, is a check that routinely gets skipped.
Contractors converting units, installing climate systems, paving drives or replacing roofs bring a jobsite exposure onto an operating facility with tenants present. They need general liability, workers compensation and auto with your entity named additional insured, and a short or missing endorsement is a real gap.
When a management company runs facilities on behalf of an owner, both the owner and the manager often need to be named on vendor certificates, and the manager itself carries professional and crime coverage the owner wants verified. Tracking two named parties across every vendor is easy to get wrong by hand.
Tenant protection or tenant insurance sold at move in covers the tenant stored goods and is not the same as a vendor certificate of insurance. Mixing the two up leaves the actual vendor exposure, the contractor or mover on your property, unverified while everyone assumes it is handled.
A contractor or mover cleared last year may be operating on coverage that expired months ago. Without automatic renewal tracking, a lapsed COI sits unnoticed until an incident at one of your facilities exposes it, and that gap can turn a covered loss into an uninsured one.
The certificate a vendor provides when it is first cleared is a snapshot from that day, not proof of coverage through a multi year relationship across your portfolio. Confirming that every contractor, mover and service vendor bought the right coverage, kept it current, and named your ownership entity and management company as additional insured is repetitive, rules based work across many facilities. That is exactly what software handles well. Certificate of insurance management software reads every certificate, checks it against each requirement, and flags anything short, expired or missing, so your corporate team sees compliance across the whole portfolio in one place.
COISoftware reads every vendor certificate, checks it against the limits and endorsements your operating standards require, confirms additional insured across owner and manager, and gives you one view of insurance compliance across every facility.
Upload a certificate from a contractor, mover, security installer or service vendor 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.
Track certificates by facility and by vendor across the entire portfolio, so a corporate risk or operations team sees a single compliance board instead of a separate spreadsheet at every site.
See whether both the ownership entity and the third party management company are named as additional insured with a waiver of subrogation, so the endorsement your management agreement requires is verified rather than assumed.
Require the general liability, commercial auto and workers compensation each mover and contractor scope needs, and each certificate is checked for the coverage that scope actually requires.
Set the limits and endorsements your operating standards or lender requires once, and every certificate at every facility is checked against them, so a short limit is flagged before a vendor is cleared.
When a vendor certificate is about to expire, COISoftware chases for a renewed COI automatically, so no vendor stays on site at any facility on coverage that lapsed.
COISoftware reads the ACORD 25 and the broader certificate of liability insurance, then ties every 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. Operators managing buildings across a portfolio run it alongside COI tracking for property management, and facility teams verify service vendors the same way as COI tracking for facilities management.
Standing up insurance compliance for a new vendor follows the same four steps.
Enter the coverages, limits and endorsements each vendor type requires, and set the additional insured wording for both the ownership entity and the management company. Vary the rule so a mover and a landscaper each get the right requirement.
Tip: Copy the insurance requirements straight from your operating standards or management agreement so the requirement is tracked from day one.
Request a COI from each contractor, mover and service vendor or upload the certificates you receive. The AI reads every one automatically, so onboarding vendors across many facilities does not turn into manual data entry at every site.
Each certificate is checked against the requirement for that vendor. A short limit, a missing additional insured for the owner or manager, and a missing waiver of subrogation are flagged before a vendor is cleared for site access.
Automated reminders chase any expiring certificate at any facility, so coverage stays current across every site without a spreadsheet per property.
Anyone responsible for proving that every contractor, mover and service vendor at a self-storage portfolio carries the coverage the operating standards require.
An operator running many facilities needs to know, before a vendor is cleared for site access, that every contractor, mover and service vendor carries the right limits and names both the ownership entity and the management company as additional insured. COISoftware turns each requirement into a live status across the portfolio, so a corporate team sees a clear pass or flag instead of chasing certificates site by site.
A management company running facilities on behalf of owners verifies coverage matched to each vendor scope and proves compliance to each owner. The same dashboard tracks certificates by facility, and operators managing buildings across a portfolio run it alongside COI tracking for property management.
The manager accountable if an uninsured contractor or mover causes a loss at a facility is the one who needs proof of coverage on every vendor. 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.
Most self-storage operators require general liability of at least one million per occurrence, plus workers compensation and commercial auto for contractors and movers, and require the ownership entity and management company to be named as additional insured with a waiver of subrogation. Higher risk scopes like paving, roofing and build-out carry higher limits, and a certificate that names the wrong party or shows a short limit is held until it is corrected.
Yes. A moving company that operates on your property or that you refer to tenants should provide a certificate showing general liability and commercial auto, and should name the facility and its ownership as additional insured. That protects the operator if the mover damages the building, another tenant unit or a person while working on site, which a certificate naming no one leaves exposed.
They track by facility and vendor in one system rather than a spreadsheet per site. COI tracking software reads every certificate, checks it against the operating standard for that vendor type, and shows one portfolio wide compliance board, so a corporate risk team sees an expired or short certificate at any facility immediately instead of discovering it during a claim.
No. Tenant insurance or a tenant protection plan sold at move in covers the tenant stored belongings and is a product for the renter. A certificate of insurance is proof that a vendor, like a contractor or mover working at the facility, carries its own coverage. An operator needs both, but only the vendor certificate protects the facility from a vendor caused loss.
The coverage that protected the facility while that vendor worked is no longer in force, so a loss during the gap may be uninsured. COI tracking software sends automated renewal reminders before expiration and flags a lapsed certificate immediately, so the operator can hold a vendor off site until a renewed COI is on file.
Pricing depends on how many facilities and vendors you track and whether you want self serve software or a managed service. COISoftware lists transparent monthly pricing and offers a free tier, so a self-storage operator can start reading and verifying vendor certificates without a sales call. You can test it on your own certificates before paying anything.
