Vendor Insurance Certificate Expiry Monitor for Property Management Companies
Why This is an Opportunity
This is a compliance workflow that property management companies technically must do but consistently fail at because the tools don't exist at the right price point. Enterprise solutions like myCOI and PINS exist but are priced for large organizations and require vendor onboarding to a portal. A small property management company with 50-100 vendors needs something much simpler: a vendor list with insurance fields, expiry date tracking, and email reminders. No need for vendors to log in or self-serve — the PM company just logs the data from the COI PDF they receive. Dashboard shows red/yellow/green status. Email reminders go to the PM team (and optionally the vendor) as expiry approaches. Dead simple CRUD with date-based email triggers.
Key Pain Points
- •COI PDFs sit in a shared drive folder organized by vendor name, with no systematic tracking of expiration dates
- •A vendor's workers' comp policy lapses and nobody notices until an on-site injury triggers a liability claim
- •Office manager manually checks expiry dates by opening individual PDF certificates — takes half a day monthly
- •Enterprise COI tracking platforms cost $500+/month and require vendors to onboard to a portal, which small vendors resist
- •No consolidated view of which vendors across all managed properties are currently out of compliance
Original Discovery
Property management companies require every vendor — plumbers, electricians, landscapers, elevator maintenance firms — to carry valid insurance (general liability, workers' comp, auto). They collect certificates of insurance (COIs) at onboarding, file them away, and then... forget about them until there's an incident. Certificates expire, vendors let policies lapse, and the property management company is exposed. A web app where you log vendors, upload their COI details (carrier, policy number, expiry dates by coverage type), and get automated email alerts 30/60/90 days before expiration — with a dashboard showing which vendors are currently compliant — solves a real liability gap.
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