Never let an uninsured vendor onto your property
Track every vendor's Certificate of Insurance, contractor license, and W-9 — plus lease and permit dates — with reminders that chase renewals before coverage lapses.
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Why vendor compliance quietly becomes a liability problem
Property managers carry a risk that is easy to overlook precisely because nothing appears to change when it goes wrong. A vendor's Certificate of Insurance expires, and the vendor keeps showing up. The landscaping still gets done. The elevator still gets serviced. Nothing visibly breaks — until an incident occurs and you discover the contractor performing the work was uninsured, at which point the liability lands squarely on the property owner.
The volume makes this hard to control manually. A single mid-sized portfolio might work with dozens of vendors, each carrying general liability, workers' compensation, and sometimes auto or umbrella coverage, all renewing on independent annual cycles. Add contractor licences, W-9s, lease dates, and mandated building inspections, and a portfolio manager is tracking hundreds of dates across properties that each have their own requirements.
Most teams manage this with a spreadsheet and a recurring calendar reminder to check the spreadsheet. That works until the person who maintains it is on leave, or a vendor sends a renewed certificate that never gets filed, or a lender asks for current proof of coverage across the whole portfolio and it takes three days to assemble.
Sound familiar?
- A vendor's COI lapses and an incident happens while they're uninsured
- Chasing dozens of vendors for renewed certificates eats hours each month
- No single view of which vendors are currently covered
- A lender or auditor asks for proof of coverage and it's scattered everywhere
Built for portfolio-scale vendor compliance
Chase the vendor, not your own inbox
Add the vendor's contact email to the record and ExpiryLedger reminds them directly before their certificate lapses, turning a chase task into an automated one.
Store the actual certificate
Attach each COI, W-9, or licence to its record. When a lender, insurer, or auditor asks for proof of coverage, the current document is attached to the current date.
See coverage status across the portfolio
A single filterable dashboard shows which vendors are covered, which are expiring, and which have lapsed — colour-coded so gaps are obvious at a glance.
Separate workspaces per portfolio or entity
Run multiple organisations from one login when you manage properties across separate ownership entities, each with its own team and data isolation.
Custom fields for policy details
Add policy numbers, carrier names, coverage limits, and certificate holders as structured fields so the record answers questions without opening the PDF.
Exportable compliance reports
Produce a dated report of vendor coverage status for owners, lenders, or insurers in a single click, in PDF or CSV.
Every vendor document and property obligation
- Certificates of Insurance
- The core document. Track each vendor's COI with its expiry date, attached certificate, and the properties it applies to.
- General liability and umbrella policies
- Primary coverage that must remain continuously current for any vendor performing work on your properties.
- Workers' compensation coverage
- Often the coverage that matters most after an on-site injury, and frequently the one that lapses without anyone noticing.
- Contractor and trade licences
- State and municipal licensing for the trades your vendors perform, each renewing on its own cycle.
- W-9s and vendor onboarding documents
- One-off documents that still need to be current and retrievable when finance or an auditor asks.
- Building inspections and permits
- Elevator certificates, fire and life-safety inspections, boiler permits, and occupancy-related renewals per property.
For every kind of property organisation
Commercial property management
Track vendor coverage and building inspections across office, retail, and industrial portfolios.
Residential and HOA management
Keep landscaping, maintenance, and contractor insurance current across multiple communities and associations.
Real estate owners and asset managers
Maintain portfolio-wide evidence of vendor compliance for lenders, insurers, and ownership reporting.
Facilities and workplace teams
Manage service contracts, inspections, and vendor documentation for corporate real estate and campuses.
One dashboard for every property obligation
Frequently asked questions
Can ExpiryLedger remind vendors directly to send renewed certificates?
Yes. Each tracked item can carry the vendor's own email address, and reminders are sent to them alongside your internal team. This turns COI chasing from a manual monthly task into an automated sequence that starts well before coverage lapses.
Can I store the actual Certificate of Insurance?
Yes. Documents can be uploaded and attached to any tracked item, stored privately with access restricted to members of your organisation. Files are served through short-lived signed links rather than public URLs, so certificates are never openly accessible.
How do I handle vendors who work across several properties?
Most teams track the vendor's policy once as a single item, then use custom fields or the notes field to record which properties or contracts it covers. Because the dashboard is filterable and searchable, you can pull up everything relating to a vendor or property quickly.
Can I produce a coverage report for a lender or insurer?
Yes. Export a dated PDF or CSV showing every tracked policy with its current status — active, expiring soon, or lapsed — sorted with the most urgent first. This is typically what lenders and insurers are asking for when they request evidence of vendor compliance.
Does it support multiple portfolios or ownership entities?
Yes. You can run several organisations from a single login and switch between them. Each organisation has its own items, team members, reminder settings, and reports, and data is isolated at the database level so entities never see each other's records.
What if a certificate expires before the vendor sends a renewal?
The item is flagged overdue on the dashboard and ExpiryLedger keeps sending reminders on a weekly cadence rather than going silent. You can also nominate a manager to be notified automatically once an item has been overdue beyond a threshold you choose.
Stop tracking renewals in a spreadsheet.
See every upcoming expiry in one dashboard. Free for 14 days — no credit card.
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