Hey everyone — been lurking on BP for a while but wanted to ask something that's been on my mind.

How do you track vendor insurance for your properties?

I manage a portfolio and got burned last year when a vendor's general liability lapsed without anyone noticing. Nothing happened thankfully, but the "what if" kept me up at night. Started digging into how other PMs handle this and found it's basically:

- Spreadsheets — works until you have 20+ vendors and forget to check

- Email folders — "I know it's in there somewhere"

- The filing cabinet method — if you can't see it, it doesn't expire, right?

- Enterprise platforms (myCOI, TrustLayer) — great if you manage 500+ units, overkill and expensive for the rest of us

I ended up building a simple tool for myself called VenProof — you add vendors, upload their COIs, and it auto-sends reminders before anything expires. Dashboard shows green/yellow/red at a glance. Vendors can even self-upload renewals through a portal link so you're not chasing them.

Not here to pitch — I genuinely want to know:

1. Is this actually a pain point for you, or just a minor annoyance you've learned to live with?

2. How many vendors are you tracking? At what number does it become unmanageable?

3. Would you pay for a tool like this, or does it need to be free/bundled with your PM software?

Trying to figure out if this is worth building further or if I'm solving a problem that only I have. Brutally honest feedback appreciated.

Thanks!