COI Tracking and Compliance Software for Property Managers

“I'm researching how commercial property managers handle tenant and vendor Certificates of Insurance. I'm especially interested in the administrative side of things: collecting certificates, checking insurance requirements, following up with unresponsive tenants or vendors, and keeping up with renewals. A few questions: * Are you using Excel, property management software, or an outsourced service? * What's the most time-consuming part? * How often do you have to chase tenants or insurance agents for updated documents? * Is this a significant headache, or something your current system handles pretty well? I'm trying to understand how people actually deal with this before building a service around it. I'd appreciate hearing what works and what doesn't.”

“I should have been clearer in the post: I do not use PM software — I am on the other side of it. I build the COI tracking tool, which is why I was asking rather than advising. So I genuinely do not know the answer for your stack, and I would like to. What I have picked up second-hand is that most of the big ones will let you add custom fields, so you can hold an expiry date, a carrier and a policy number against a vendor. Where people tell me it falls over is not the fields themselves: \- a custom field can hold the date, but it will not email the vendor 30 days out, email them again at 14, and record which ones answered \- most of them keep one document per vendor, so a renewal overwrites the previous certificate. That is the one you need if a claim ever lands on a date in the past Which are you on? And if you have made custom fields work properly, I would like to hear how, because everyone who has described it to me so far ends up keeping a spreadsheet alongside it anyway. Happy to say which tool is mine if that is useful — but you asked what I use, and the honest answer is that I am not the user.”