Custom compliance rules · Property managers

Every Owner's Vendor Insurance Requirements, Enforced on Their Own Property

One floor for every vendor your management company dispatches, and each owner's requirements from the management agreement on the property they apply to. Every certificate is checked against both — before the work order goes out.

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Default minimums on every plan · per-property rules on Pro, 30-day free trial

Compliance rules

Northgate Property Management

Management company default — every vendor

General liability $1,000,000
Workers' compensation Required
Auto liability $1,000,000

Form W-9 Certificate of Insurance Municipal Business License

Property: The Linden — 240 units

General liability raised $2,000,000
Umbrella added $2,000,000

+ Additional Insured Endorsement + Vendor Service Agreement

Summit Elevator Co. Non-Compliant

Why? The Linden — 240 units: General Liability is $1,000,000, below the $2,000,000 minimum on this property

From the management agreement to a checked COI

Each owner's insurance requirements are already written down — in the management agreement, sometimes in the lender's loan covenants. The work is making sure a vendor on that property actually meets them.

Set the management company's floor

The GL, workers' comp, auto and umbrella minimums you require of any vendor you dispatch, whatever the property. Every plan.

Apply the property management preset

W-9, COI, state trade license, municipal business license, additional insured endorsement and vendor service agreement — the vendor onboarding packet most management companies already send. Untick what you do not enforce. Starter and up.

Put each owner's requirements on their property

Create the property, set the owner's minimums and document list, and assign the vendors who service it — the HVAC contractor, the pool service, the make-ready crew. A vendor short of that owner's requirements is flagged on the property's page and on their own badge. Pro.

Rename assignments to Properties, Buildings or Communities on the Appearance tab in Settings — and keep calling your roster Vendors.

Where one owner's requirements differ from the next

A vendor cleared for a garden-style community is not automatically cleared for the high-rise across town. These are the differences that end up in an owner's audit.

The institutional owner's higher limits

A REIT or a pension-fund owner asks for $2M per occurrence and an umbrella; the local investor with four duplexes asks for your standard $1M. Put each owner's figures on their own property.

Two names on the endorsement

Most management agreements require the owner entity — the LLC that holds title — and the management company both named as additional insured. Require the endorsement on the property, and check the named insureds on the page when it arrives.

Capital projects, not just properties

The roof replacement or the parking-lot resurfacing at The Linden can be its own assignment with its own minimums, so the roofer is held to the capital project's bar while the landscaper on the same property is not.

The owner's own paperwork

An owner's vendor code of conduct, a key-control acknowledgement, a site access form. On Pro, add it as your own document type with the blank form attached.

What limits are typical for which vendor, and what to check on the certificate, is in the guide to tracking vendor insurance for property managers.

The property management preset, and how each document is checked

Each requirement is met by what is already on the vendor's record. The pool company that services six of your properties sends one certificate, and it is graded against all six owners' requirements.

Form W-9

Read automatically — legal name, TIN and tax classification — so AP can set the vendor up and file the 1099.

Certificate of insurance

Limits and each coverage's dates read off the ACORD 25 and checked against your floor and the property's minimums.

State trade license

For the HVAC, electrical and plumbing vendors — checked against the state board where it publishes its licenses.

Municipal business license

The city or county license, uploaded and tagged, with its expiry date tracked.

Additional insured endorsement

Read off the endorsement pages on Pro — form number and the entities named, so you can see the owner entity is on it. On any plan, a tagged upload counts.

Vendor service agreement

The signed agreement or scope of work, uploaded once.

Also in the library: direct deposit form or voided check, lead-safe (RRP) certification for pre-1978 buildings, background check attestation for vendors entering occupied units.

The vendor gets one link, not your owner list

The vendor's upload link asks for everything still owed across your default list and the properties they service, and never names a property or an owner. No login, and the renewal comes back through the same link when the 90/60/30/7-day alerts go out on Starter and up.

A compliance page for the owner report

On Pro, export a PDF or Excel report for one property — every vendor assigned to it, graded against that owner's requirements. Attach it to the monthly owner report, or send it when the asset manager asks. About compliance reports.

Custom compliance rules in other industries

General contractors

A company floor for every sub, and the owner's flow-down requirements on the job that carries them.

See the rules → Grouping by job GC compliance overview

HOA & community associations

Each association's board-approved vendor requirements, and a higher bar for the roof or the pool contract.

See the rules → Grouping by community HOA compliance overview

Private schools

Minimums for vendors on campus, and facility use requirements set per rental.

See the rules → Grouping by rental Private school overview

The rules apply to each property you set up — how that grouping works, with its dates and its own report: tracking by property.

How the rules work across every industry — defaults, document presets, per-project overrides and waivers: custom compliance rules.

Simple, transparent pricing

The management company's floor is free for up to 25 vendors. The property management preset starts on Starter; each owner's requirements on their property come with Pro.

30-DAY FREE TRIAL — No credit card required

Free

Up to 25 vendors · 1 user

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

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Starter

$39/mo

Unlimited vendors · 2 users

Flat, predictable pricing for active general contractors and property managers.

✓Everything in Free
✓Unlimited 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 vendor
✓Projects & job sites — group 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

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Pro

$59/mo

Unlimited vendors · Unlimited users

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

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No contracts. Cancel anytime. See the full plan comparison →

Frequently asked questions

Different owners in our portfolio have different insurance requirements. How do we handle that?

Set your management company's floor as the default, then create each property as an assignment — rename assignments to Properties in Settings — with the owner's minimums and document list from the management agreement. Vendors assigned to that property are held to both. A vendor who works across the portfolio is graded on every property they are assigned to, and Why? names the property where they fall short.

Does the vendor see which owner or property the requirement comes from?

No. The vendor's upload link lists every document still owed, with your descriptions, but never names a property. That keeps one owner's requirements, and the fact that you manage that property, out of another vendor relationship.

Can we hold a high-risk vendor to a higher bar than the rest?

Requirements are set on the roster and on each property or project, not on a vendor type. The usual approach is a capital project assignment — the roof replacement, the elevator modernization — with its own higher minimums, and the vendor doing that work assigned to it.

Our window cleaner is a sole proprietor with no vehicle. Do they fail on auto liability?

Only until you waive it. Waive auto liability for that vendor with a reason, and optionally an expiry date so it is reviewed. The waiver holds on every property they are assigned to and survives their next renewal; everyone else still owes auto.

Can we send an owner a report for their property?

Yes, on Pro. Export a PDF or Excel compliance report scoped to one property, showing every vendor assigned to it and whether they meet that owner's requirements — the page you attach to the monthly owner report.

Which plan do property managers need?

Your management company's default minimums are on every plan, including Free for up to 25 vendors. The required-documents checklist and the property management preset start on Starter. Per-property requirements, your own document types, endorsement reading and owner reports are on Pro.

Meet every owner's requirements without a spreadsheet per property

Your floor for every vendor, each owner's rules on their property, and every certificate checked as it arrives.

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