How does the platform manage vendors, contracts, and certificates of insurance?

The problem

A contractor shows up to work on the roof. Their certificate of insurance expired three months ago. Nobody knows because the COI binder lives in the administrator’s office and never gets reviewed.

How the platform runs it

Every vendor has a record with active contracts, COIs, W-9s, OSHA documentation, and performance history. COI expiration triggers a renewal request 60 days out. Work orders cannot route to a vendor whose COI is expired. Vendor performance — on-time, on-budget, defect rate — informs sourcing.

On the shift

A new HVAC vendor is being evaluated. The vendor record requires current COI, W-9, background-check status for any staff working on-site, and the agreed rate schedule. The system blocks PO issuance if any required document is expired. When the vendor’s COI lapses in February, the system flags it in January; the renewal is in place before the next service call.

What the outcome looks like

Insurance gap exposure drops to zero. Vendor performance becomes data-driven instead of intuition-driven.

What goes wrong without it

Without vendor governance, the same HVAC tech shows up uninsured and works in resident rooms because nobody checked the COI. The exposure surfaces when an incident happens; the operator’s carrier denies coverage; the loss falls on the operator.