Vendor Insurance Certificate Expiration Tracker
A done-for-you property management automation built for the Vendor Relations Coordinator, connecting Airtable, Mailchimp, and Google Sheets so the work below happens on its own.
What this automation does, step by step
Vendors' certificates of insurance on file are automatically tracked for their expiration dates, and any vendor whose coverage has lapsed is automatically flagged or outright blocked from being assigned a new work order until an updated certificate is uploaded, closing a liability gap a vendor relations coordinator would otherwise only catch by chance.
Vendors get an automatic reminder as their coverage nears expiration, keeping most renewals current before they ever become a scheduling problem, and the portfolio never has an uninsured vendor working on a property without someone actually knowing it.
- Property management platform (e.g., AppFolio or Buildium)
- Zapier or Make.com
- Mailchimp or email
- Google Sheets or Airtable (usage dashboard)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on a vendor relations coordinator, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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