Watching vendor insurance and tax records for expiry
An ACORD 25 records what was true on the day it was issued. The policy behind it can cancel mid term without the certificate changing at all, which makes the expiry date printed on the paper the weaker of the two signals. The same vendor file also needs a taxpayer form that becomes urgent only in January, by which point a year of payments exists and the vendor has stopped answering. Both failures are silent. Work gets dispatched and invoices get paid, and nothing objects until a claim or a filing forces the question.
The management system is authoritative for money and knows nothing about the phone call where the owner approved the repair.
A management company runs two ledgers that must never mix: the money it holds for owners and tenants, and its own. Everything downstream of that separation is regulated, which shapes what automation is allowed to touch.
- AppFolio
- QuickBooks Online
- Gmail
When this is the wrong thing to build
Pick something else if you need proof of an endorsement rather than proof of a certificate. Reading coverage lines off a certificate is doable. Confirming that an additional insured endorsement actually sits on the policy means asking the agent of the vendor, which is a conversation and not a check.
The constraint that shapes it
In most states property management is licensed brokerage activity, which means the company operates under a broker and its handling of client funds is supervised, with segregation from operating money and periodic reconciliation expected. More on how this sector works.
No alarm goes off when a thing simply stops arriving. Read what this shape is, or start from one of these.
- Noticing that an agent licence has quietly lapsed
- Watching an MLS feed for the day it goes quiet
- Catching a lapse date nobody put on a calendar
- Closing the registration window before it closes you
- Scheduling the visits a membership already promised
- Closing the permit that never got its final inspection
- How do I know when a vendor policy cancels mid term?
- Which vendors are working without a current certificate of insurance?
- Which paid vendors have no taxpayer form on file?
- Does a certificate holder listing make us an additional insured?
- How do I track trade licences across a maintenance vendor list?
Back to property management, or see how this is priced and scoped.