Commercial Real Estate COI Tracking for Tenants and Vendors
Every tenant's and every vendor's certificate, checked against what the lease or the service agreement requires — before anyone is working in your building.
A commercial property collects certificates from two directions: the tenants who occupy it and the vendors who maintain it. TrackMyVendor collects both through one link that needs no account, reads each certificate for you, and checks it against that property's requirements — so a tenant whose policy renewed at lower limits, or a roofer whose coverage lapsed, shows up on the dashboard instead of in a claim.
Free for up to 25 tenants and vendors.
Certificate tracking from the request to every renewal
A tenant's certificate collected at lease signing is out of date a year later, and a ten-year lease outlives ten policy years. You set the bar once; the renewals are asked for every year without you.
You, once — about 10 minutes
- 1 Add tenants and vendors — the office tenant, the restaurant, the janitorial company, the elevator contractor — on one roster.
- 2 Set each building's requirements — the limits the lease's insurance exhibit or the service agreement sets, and the owner's and lender's endorsements.
- 3 Send one link to each. No account and no portal — a busy tenant's office manager finishes it from a phone.
TrackMyVendor, every lease year after
- Reads each certificate as it arrives — carrier, limits and every coverage line's dates, for tenants and vendors alike.
- Checks it against that building's minimums, so a tenant whose policy renewed at lower limits is flagged the day it's uploaded.
- Reminds a tenant or vendor who hasn't sent it — one follow-up with the same link three days after the request.
- Asks for every policy year's renewal before it lapses, at 90, 60, 30 and 7 days, to the tenant or vendor and to you.
- Re-checks licensed trades with the state board every day for the states we sync, so a suspended roofer is flagged before they're on the roof.
- Flags anyone whose cover lapses the day it does, building by building, with a Monday summary of what's expiring across the portfolio.
The 90/60/30/7-day emails and per-building minimums start on Starter; reading certificates, company-wide minimums, the Monday summary and the three-day follow-up are on every plan. Compare plans.
Each building, its own bar
On Starter and up, every property carries its owner's and lender's minimums on top of your company default, and flags the tenants and vendors on it who fall short. Requirements by property.
A report for each owner
Pro exports the status of a property's tenants and vendors as a dated PDF or spreadsheet — for the owner, the asset manager or the lender's annual request. Track vendors by property.
Renewal dates on your calendar
Subscribe every policy renewal into Google Calendar, Outlook or Apple Calendar on Starter, next to the lease dates already there.
Tenants and vendors are two different rosters of risk
Both are on one roster and both use the same link. What differs is the document that sets the requirement, how long they are in the building, and what you need from them.
Tenants
Office, retail, restaurant and industrial occupiers. The lease's insurance exhibit sets the bar, for as long as the lease runs.
- ✓General liability at the lease's limits, renewed every policy year
- ✓The property LLC, the manager and the lender as additional insureds
- ✓Property and business income cover the lease requires, kept on file
- ✓Liquor liability for restaurants and bars, stored with the certificate
Vendors
Janitorial, HVAC, elevator, roofing, landscaping, security and parking contractors. The service agreement sets the bar, and the riskiest work is often the shortest job.
- ✓General liability, workers' comp, and auto where they drive on site
- ✓Additional insured endorsement naming the owner and the manager
- ✓W-9 before the first invoice is paid
- ✓A state trade license for licensed trades — checked against the state board where it publishes one
What to collect, and what happens to it
The required-documents checklist (Starter and up) lists what you ask of everyone; each tenant's and vendor's page then shows what is on file, what is expiring and what is still missing.
Certificate of insurance
Tenants and vendorsCommercial general liability at the limits the lease or the service agreement sets; workers' comp for anyone with employees on site; auto for vendors who drive onto the property.
Read automatically when uploaded — carrier, policy numbers, limits and each coverage's own dates. Minimums for general liability, auto, workers' comp and umbrella are checked against what you require.
Additional insured endorsement
Tenants and vendorsNaming the entity that owns the property — often its own LLC — plus the management company and, where the loan requires it, the lender. On the policy by endorsement, not typed into the certificate holder box.
Requirable on the checklist and answered by the endorsement page itself. Pro reads the endorsement forms off the upload — form number and the entities named on it.
Other lines the lease requires
TenantsProperty insurance on the tenant's improvements and contents, business income, liquor liability for a restaurant — whatever the lease's insurance exhibit lists.
Stored with the certificate and visible on the tenant's record. Only general liability, auto, workers' comp and umbrella are graded against a minimum; these lines are for someone to read.
Form W-9
Vendors you payNeeded for the 1099s each January, and easiest to collect before the first invoice.
Legal name, TIN and tax classification read off the form automatically, on every plan.
Trade license
Licensed tradesElectrical, HVAC, plumbing and roofing contractors working on the building.
Checked against the state licensing board where it publishes one, and re-checked daily — a suspension shows on the vendor's record without anyone looking it up.
Simple, transparent pricing
Priced by plan, not by property or by tenant. A single building's roster often fits the free plan; per-property minimums, renewal emails to tenants and vendors, and the required-documents checklist start on Starter; owner reports come with Pro.
Free
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Magic link onboarding — documents arrive through an upload link, no account needed
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Unlimited tenants and vendors — no per-record fees and no 25-record ceiling
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the tenant
- ✓Projects & job sites — group tenants and vendors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓QuickBooks & integrations — QuickBooks Online, the API, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
No contracts. Cancel anytime. See the full plan comparison →
Where commercial real estate certificates usually go wrong
Most landlords collect certificates. The gaps are in which entity they name, and in what nobody re-checks after the lease is signed.
The wrong owner entity
Each building is often held by its own LLC, and that LLC — not the sponsor's brand or the management company alone — is the one the endorsement needs to name. A certificate naming the wrong entity can leave the owner outside the coverage the lease asked for.
What TrackMyVendor does: on Pro the entities named on each endorsement are read off the upload and shown beside the certificate, so checking them against the building's LLC takes a glance, not a hunt through the PDF.
Collected at signing, never again
The tenant's certificate goes in the lease file on day one. Policies renew every year of a multi-year lease, sometimes at lower limits or with a different carrier, and nothing tells the landlord unless someone asks.
What TrackMyVendor does: it asks, every policy year. The tenant gets an upload link before each renewal is due, and a renewal that comes back at lower limits is flagged against the lease's minimums the day it is uploaded.
Certificate holder is not additional insured
Being listed as certificate holder means you receive the certificate. Being additional insured, by endorsement, is what lets the owner claim under the tenant's or vendor's policy. The difference, explained.
What TrackMyVendor does: the additional insured endorsement can be a required document, and only the endorsement page answers it — a name typed into the holder box does not.
The lender's requirements, forgotten
Loan documents often require the lender on tenant and vendor endorsements too, and ask for proof at each annual review. If the lender isn't in the property's requirements, it won't be on anyone's checklist.
What TrackMyVendor does: put the lender's endorsement on that property's document list once (Pro), and every tenant's and vendor's upload link for the building asks for it.
Frequently asked questions
Can I track tenants and vendors in the same place?
Can each property have its own insurance requirements?
Does it check that the property's LLC is named as additional insured?
Does TrackMyVendor track lease expiration dates?
Does it integrate with Yardi, AppFolio or MRI?
How is it priced for a portfolio?
Do tenants or vendors need to create an account?
Know every tenant and vendor is covered, building by building
Set each building's requirements once. Every tenant's and vendor's certificate is collected, read and checked for you, and every policy year's renewal is asked for before it lapses.
Start free — no credit cardFree for up to 25 tenants and vendors
Explore More
Vendor Insurance Tracking for Property Managers
Track vendor COIs, licenses & W-9s across every property
Track Vendors by Property
Each property's vendors, and a report for each owner
Compliance Rules for Property Managers
Management-company defaults, owner requirements per property
Track Vendor Insurance for Property Managers
COI tracking and vendor compliance guide for PMs
HOA Vendor Compliance Software
COIs, licenses and W-9s for every association's vendors
AI COI Parsing
Reads dates, limits and carriers from every certificate
Alerts and Reminders
Get notified before documents expire
Compliance Status & Reports
Every contractor red or green at a glance, and dated PDF and Excel reports
Certificate Holder vs. Additional Insured
The endorsement distinction that decides who's protected in a claim
License Verification
Search 1M+ licenses and monitor your sub roster daily
Plans & Pricing
View plans and start your free trial