If you manage properties, you already know the truth: COI tracking feels broken. Certificates of insurance expire without warning, vendors drag their feet on renewals, and your team is left buried in spreadsheets and emails just to keep up. It’s stressful, time-consuming, and risky. One small oversight can turn into a costly compliance failure.

The problem isn’t your team. It’s the outdated way COI tracking has been done for years. Manual processes and static software weren’t built for the speed and complexity of today’s vendor networks. That’s why more property management companies are rethinking compliance and moving to smarter, automated COI management solutions that do the heavy lifting for them.

Download the COI Tracking Best Practices Guide to see how top property teams are fixing COI tracking and protecting their operations.

The Hidden Costs of Manual Certificate of Insurance Tracking

Manual COI tracking exposes property management companies to unnecessary risk. Staff spend hours chasing vendors, sending reminders, and updating spreadsheets. Yet even with that effort, renewals are missed and expired coverage slips through the cracks.

This inefficiency comes at a high cost:

• Increased liability risk when uninsured vendors perform work on properties.
• Time drain for accounting and operations teams who should be focused on higher-value tasks.
• Compliance gaps that surface during audits, often leading to penalties or legal disputes.

Property management companies know COI tracking is important, but without automation and oversight, it’s nearly impossible to get right.

Why Traditional COI Management Software Falls Short

Traditional COI management software doesn’t solve the compliance problem. It just shifts where the data sits. Many platforms act as little more than digital filing cabinets. They store documents but don’t actively verify coverage or track renewals.

That means property teams still face:

• Static storage instead of proactive compliance management.
• Limited integration with property management systems, forcing duplicate work.
• Gaps in vendor insurance verification leave companies exposed to liability.

In the end, property teams still find themselves doing the work manually, even after investing in software. That gap leaves leaders frustrated and the business exposed to risk.

How Smart Property Teams Redefine Vendor Insurance Management

Smart property teams start by eliminating manual oversight. Instead of depending on spreadsheets or static systems, they use COI management software that actively tracks compliance, automates renewals, and centralizes vendor data.

The benefits are immediate:

• Reduced risk exposure by ensuring vendors remain insured at all times.
• Time savings as teams no longer have to chase vendors for updated certificates.
• Stronger visibility across the vendor network, helping executives and accounting teams make faster, more confident decisions.

By redefining vendor insurance management, property teams transform COI tracking from a liability into a strategic advantage.

The NetVendor Approach to COI Management

NetVendor solves COI tracking challenges by combining automation with compliance expertise. Unlike basic trackers, NetVendor doesn’t just store documents. It actively manages them.

With NetVendor, property teams benefit from:

• Licensed compliance specialists who handle vendor communication, renewals, and verification.
• Automated reminders and real-time monitoring to eliminate gaps before they happen.
• Seamless integrations with leading property management systems for complete visibility.

This approach removes the compliance burden from staff while delivering peace of mind for executives and accounting leaders. Property teams know their vendors are compliant, their liability risk is reduced, and their documentation is always audit-ready.

Forward-thinking property managers are already rethinking COI tracking. Download the COI Tracking Best Practices Guide to see the steps they’re taking.

Real Results for Property Management Companies

Property management companies that adopt NetVendor’s COI management solution see measurable improvements:

• Lower liability exposure with continuous compliance monitoring.
• Time and cost savings for accounting and operations teams.
• Confidence in vendor relationships through a nationwide compliant vendor network.

Executives gain assurance that compliance is being managed correctly. Accounting teams reclaim hours each month. Operations leaders know their vendors are insured and ready to work. NetVendor turns compliance from a recurring problem into a lasting solution.

FAQs on COI Management Software for Property Managers

What is COI management software?

COI management software automates the collection, tracking, and renewal of vendor certificates of insurance. It reduces manual work and liability risk by ensuring vendors remain compliant.

Why is manual certificate of insurance tracking risky?

Manual tracking misses renewals and overlooks coverage gaps. This leaves property teams exposed during audits or claims, often resulting in financial or legal consequences.

How does vendor insurance tracking reduce liability?

Vendor insurance tracking ensures vendors maintain required insurance coverage. By automating verification and renewals, property teams avoid uninsured work on their properties.

How does NetVendor differ from other COI management solutions?

NetVendor goes beyond storage. It pairs automation with compliance experts who handle vendor outreach, verification, and renewals. Property teams get complete visibility and peace of mind.

Take Control of Vendor Insurance Compliance Today

COI tracking doesn’t have to be a broken, frustrating process. Smart property teams are already using automated COI management software and compliance specialists to reduce risk, save time, and protect their operations. Download our COI Tracking Best Practices Guide to learn proven strategies that leading property management companies use.

Ready to see how it works in real time? Start by scheduling a demo with NetVendor today.

Vendor management touches every part of property operations. That’s why NetVendor brings it all together across compliance, maintenance, and bidding to take the headaches out of vendor management

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