COI Tracking Software for Property Management
Every vendor who works on your property should have current insurance that names the right people. SubDoc collects and checks those certificates for property managers, commercial real estate owners and facilities teams, without a portal your vendors have to pay for.
Free for up to 3 vendors. Pro is $20/month or $96/year for up to 100 vendors.
Short answer
SubDoc tracks vendor certificates of insurance for property managers, commercial real estate owners and facilities teams. Each vendor gets one upload link. AI reads the ACORD 25 and checks limits and endorsements against a property-management template that also asks for a W-9, your team approves it, and SubDoc alerts you before coverage lapses. Tenants can be tracked the same way, as records alongside your vendors.
What SubDoc does
Templates for property work
Start from the property management, facilities or commercial real estate template: general liability, workers comp, auto and umbrella for maintenance vendors, plus a W-9 and business license where you need them. Adjust limits per vendor type.
One link per vendor or tenant
Vendors upload from a secure link with no account. They can forward it to their insurance agent, who sends the certificate directly.
AI reads, your team approves
SubDoc extracts insurers, policy numbers, dates and limits and checks additional insured, waiver of subrogation and primary and non-contributory against your requirements before you approve.
Alerts before coverage lapses
Your team is emailed at 90, 60, 30, 14 and 7 days before expiry and on the day it expires. One click sends the vendor a reminder with a fresh upload link.
Organized by property
Group vendors by property or building with projects, and keep separate ownership entities in separate workspaces with their own requirements.
Pay only compliant vendors
Vendors can submit invoices through their portal, and an invoice from a non-compliant vendor cannot be scheduled for payment without an owner override. Or export the hold list for your accounting system.
Who should be named on a vendor's certificate
The most common gap in property COIs is not a low limit. It is the wrong name. A certificate that lists your management company as certificate holder gives you proof of insurance, not coverage. To be protected, the right entities need to be additional insureds on the vendor's policy, backed by an endorsement.
- Vendors: usually the property owner entity and the management company, named on an additional insured endorsement such as ISO CG 20 26 (designated person or organization) or a blanket endorsement that covers anyone you are required by written contract to add.
- Tenants: the landlord, and often the management company, are typically added with ISO CG 20 11 (managers or lessors of premises).
- Certificate holder: the entity that should receive the certificate, usually the management company. Being certificate holder alone does not make you insured.
More on the difference in additional insured vs. certificate holder, and a step-by-step process in how to track COIs for vendors and tenants.
What SubDoc does not do
- Lease management. SubDoc does not store lease terms, rent or renewal dates for tenants.
- Integrations with Yardi, MRI, RealPage, AppFolio or other property management systems.
- A managed review service. Your team approves certificates; SubDoc reads and tracks them.
Frequently asked questions
Can SubDoc track tenant certificates of insurance?
Yes, as records alongside your vendors: each tenant gets an upload link, SubDoc reads the certificate, checks it against the requirements you set, and alerts your team before it expires. SubDoc does not hold lease records or sync with property management systems, so lease dates and clauses stay in your existing system.
Does SubDoc integrate with Yardi, MRI, RealPage or AppFolio?
No. SubDoc has no property management system integrations today. It connects to QuickBooks Online and exports CSV files, which is how most smaller portfolios move compliance status into accounts payable.
How do I handle several properties or ownership entities?
Use projects to group vendors by property or building, so you can see who is cleared to work where. If each owner needs its own requirements and records, give each one a separate workspace: Pro includes 3 workspaces and Advanced is unlimited.
What insurance should a property management vendor carry?
A common starting point is general liability of $1,000,000 per occurrence and $2,000,000 aggregate, workers compensation at statutory limits, auto liability of $1,000,000 if they drive on site, and an umbrella for higher-risk trades such as roofing or elevator work. The owner and the management company are usually both named as additional insureds. Your own contracts and your broker set the final numbers.
Do vendors have to pay or create an account?
No. Vendors and their insurance brokers upload from a secure link with no account, password or fee.
How much does SubDoc cost?
Free for up to 3 vendors. Pro is $20/month or $96/year for up to 100 vendors. Advanced is $55/month or $264/year for unlimited vendors.
Know which vendors are covered at every property
Set your requirements once, send each vendor one link, and get alerted before anyone's coverage lapses. Free for up to 3 vendors.