Solution
COI tracking for property management teams
Certificates of insurance shouldn't live in a spreadsheet named FINAL_v7. LintelHQ collects COIs vendors actually submit, tracks every expiration date, and tells your team exactly who is safe to dispatch — across your whole portfolio.
The spreadsheet was never the problem — the chase was
Every property management company has a COI tracker. The tracker isn't what fails. What fails is everything around it: getting vendors to send certificates, noticing expirations in time, and knowing whether the certificate on file actually meets your requirements. That's the part LintelHQ automates.
| COI workflow | Spreadsheet & inbox | LintelHQ |
|---|---|---|
| Collection | Email vendors, wait, re-email, save attachments by hand | Magic-link requests with automatic follow-up sequences |
| Expirations | Whoever remembers to check the date column | Tracked automatically, with reminders before lapse |
| Status | Stale the day after it's updated | Live Approved / Action Needed / Expiring / Expired dashboard |
| Proof | Good luck reconstructing who asked for what, when | Full audit trail of every request, upload, and status change |
Certificate lifecycle
Every COI tracked from request to renewal
LintelHQ owns the whole certificate lifecycle: it requests the COI, receives it via magic link or broker upload, logs limits and expiry, and starts the renewal chase before the certificate lapses.
- COIs, W-9s, licenses, and endorsements in one system
- Documents marked received, missing, expired, or needs review
- Expiring-soon reminders and missing-doc sequences run automatically
- Needs-review flag keeps judgment calls with your team
Vendor compliance
All properties132
Approved
17
Action Needed
9
Expiring
4
Expired
- Approved
Summit Plumbing Co.
Plumbing
- Expiring
BrightPath Electric
Electrical
- Action Needed
Cedar Grounds Crew
Landscaping
- Expired
Apex Roofing LLC
Roofing
Portfolio visibility
Know your exposure across every property
See compliance rolled up by property or portfolio-wide, and export the lists your site teams and AP actually enforce with — no PMS integration project required.
- Per-property and portfolio compliance views
- Approved, do-not-dispatch, and expiring-soon exports
- Works alongside AppFolio, Yardi, and Buildium workflows
- Weekly digest emails keep every stakeholder current
48-Hour Audit Report
42 vendorsVendor response rate
71%
- Docs complete62%
- Missing documents22%
- Expired on file10%
- Bad contact data6%
Top-risk vendors
6 active vendors are expired or non-responsive
See which COIs are missing or expired — in 48 hours.
The free audit runs real outreach on 20–50 of your vendors and reports response rates, gaps, and your top-risk vendors.