Vendor certificate of insurance tracking that doesn't lapse quietly
Every contractor who works on your property is a liability question: is their insurance current, is the certificate on file, does it name the right additional insured, is their license valid? Mason Mathews tracks vendor COIs, licenses and contracts to expiration, so a lapsed certificate is a risk the system surfaces — not one that hides.
The vendor on your roof today may have let their policy lapse in March.
Certificates of insurance are collected at contract signing and then forgotten. Policies renew on the vendor's calendar, not yours. A general liability certificate expires, a workers' compensation limit changes, an additional-insured endorsement is missing — and the first time anyone looks is after an injury, a water intrusion, or a claim the carrier declines.
For a hotel or a condominium association, a vendor working without current coverage is the property's exposure. Mason Mathews makes every vendor document a tracked obligation with an expiration, an owner and an evidence requirement.
- Certificates of insurance — general liability, workers' compensation, auto, umbrella
- Additional-insured and waiver-of-subrogation requirements
- Contractor and trade licenses
- Service contracts and renewal dates
- Vendor-performed inspections and the deliverables they owe
- Deficiencies the vendor is responsible for correcting
- Each document carries an expiration date, an owner and the document itself as evidence
- Expiring and expired items surface on the compliance calendar and in the executive view
- Vendor reminders request the renewed document before it lapses
- A replacement certificate is reviewed and verified before the obligation returns to Clear
- Vendor accounts see only what their role permits
- The full history is exportable for ownership, the board or the insurer
Vendor accountability to the deliverable, not the invoice
A COI is one of several things a vendor owes you. The inspection report they are contracted to produce, the deficiencies that report lists, and the corrective work they are hired to perform are all tracked the same way: obligation, owner, due date, evidence, separate verification. A vendor visit is logged when the deliverable is received and reviewed — not when the invoice arrives.
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Common questions
What is COI tracking software?
Software that records each vendor's certificates of insurance with their expiration dates and coverage requirements, alerts you before they lapse, and holds the certificate itself as evidence. Mason Mathews tracks COIs alongside licenses, contracts and the vendor's inspection deliverables.
Does it check whether the coverage is adequate?
It records the certificate, its limits and expiration as entered, and surfaces expiring and missing documents. Whether limits and endorsements meet your requirements is confirmed by your team, broker or counsel.
Can vendors upload their own certificates?
Vendor accounts can participate in the record within the limits of their role; a replacement certificate is reviewed and verified by your authorized person before the obligation returns to Clear.
Is this only for hotels?
No. Hotels, resorts, condominiums, HOAs and the management companies that oversee them all carry the same vendor exposure.
See how MMFA handles a real operational scenario.
Follow a finding from assignment through evidence submission, separate review, and verified closure. Examine the executive summary and supporting record using demonstration data, then discuss how the process would fit your hotel, community, or portfolio.