Track vendor certificates of insurance and stop sending vendors with expired coverage
The agent requests renewals, reads each certificate, checks limits and additional-insured wording, and stops dispatch to vendors whose coverage lapsed.
- Reach it by
- Slack or Teams
- Who can use it
- Your vendors to send certificates; property managers and accounting for everything else
- Works in
- Your vendor list, or Buildium (Premium plan) · Email · Your vendor requirements by property or owner
The problem
Your management agreement says every vendor carries certain limits and names the owner and you as additional insured. In practice, the certificates sit in a folder, half of them expired.
Nobody reads the wording. A certificate shows general liability, but not the limit you require, or the additional insured box is checked with nobody named. You find out after something goes wrong.
What your agent does
- 30 days before expirationOr when a new vendor is added
- Your agent requests the renewalFrom the vendor and their agent, with reminders
- Reads the certificateCoverage types, limits, dates, additional-insured wording
- Meets your requirementsDates saved to the vendor record in Buildium Premium
- Expired or shortYour agent stops sending them new work orders
- A compliance list for every propertyWho's current, who's expiring, who's blocked
What you get
- Every vendor certificate read and checked, not just filed
- Renewals requested before coverage runs out
- No work orders sent to vendors with expired or short coverage
- One list showing every vendor's status
Who approves what
The agent won't send work to a blocked vendor. A property manager can override a block for a single job, and the agent records who did it and why. Unblocking a vendor for good takes a valid certificate or a manager's approval.
Common questions
- Does it replace our insurance agent or attorney?
- No. It checks certificates against the requirements you give it and flags what doesn't match. Whether the coverage is right for your properties is still a question for your insurance agent.
- What if a vendor is mid-job when their coverage expires?
- The agent tells the property manager right away with the open work orders for that vendor. It blocks new work but doesn't pull anyone off a job. The manager decides that.
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What job would you hand to an agent?
Book a free 15-minute call. Tell us the job that eats your week and we'll tell you how an agent would handle it and what it would cost.