VendorPass organizes your vendor records — certificates of insurance, licenses, and W-9s — flags what's missing or expiring, and supports your review, so you know where every vendor stands before work begins.
Built for property management and HOA/community management firms tracking roughly 20–300 vendors. 14-day trial, no credit card.
Practitioners describe the same failure pattern: certificates collected at onboarding, then scattered across shared drives and email threads — and nobody notices an expiration until after the work is done.
"We had 20+ vendors we used regularly. Every one of them had a Certificate of Insurance on file… somewhere. Maybe in a shared drive folder. Maybe in an old email thread. Maybe it expired three months ago and nobody noticed. I spent hours every week just chasing down updated COI documents."
"Spreadsheets — works until you have 20+ vendors and forget to check… Enterprise platforms — great if you manage 500+ units, overkill and expensive for the rest of us."
Meanwhile, your own insurance carrier, your owners, and your lenders can all ask for this documentation. The collection isn't optional — only the chaos is.
A manual-first workflow with automation where it saves time — and a human decision wherever judgment is required.
Choose which documents each vendor type must provide — general liability, workers' comp, licenses, W-9s, signed agreements — per property or per job category.
Each vendor gets one branded link. No account to create, no login, and vendors are never charged a fee.
They submit documents and policy details through the link. AI-assisted reading pulls out key fields and shows a confidence score for each one.
Automatic reminders go out ahead of expirations and for missing documents — and stop the moment a document is submitted.
Submissions land in a review queue. Your team approves or rejects with a reason. The AI never approves anything — a person always makes the final decision.
A dashboard shows which vendors are ready, missing documents, or expiring soon — plus downloadable reports when an owner, carrier, or lender asks.
Small-to-mid firms where the owner, office manager, or maintenance coordinator is the one doing the chasing — and there's no risk department to hand it to.
Boards and owners expect vendor documentation to be in order. VendorPass keeps it organized and produces the packet when they ask.
If tracking breaks down somewhere past 20 vendors, you're the firm VendorPass was built for — without an enterprise implementation or a sales-driven quote process.
Our plans and prices are on our website. Most established platforms in this category are quote-only — you can't see a price without a sales process. Ours is on the pricing page.
Several established platforms fund themselves by charging your vendors an annual fee for each management company they work with. Vendors resent it, and some bake it into their bids. With VendorPass, your vendors never pay.
Vendors submit through a single link carrying your company's name — no portal account, no password, no unbranded emails that look like spam.
Our document reading shows its confidence on every field and flags disagreements with what the vendor entered. It suggests; it never decides. If the AI is unavailable, the manual workflow works exactly the same.
No. VendorPass organizes your vendor records, compares them against the requirements you configure, flags what's missing or expiring, and supports your review. It does not certify legal compliance, does not verify that a vendor's coverage is in force, and does not provide legal or insurance advice. A certificate of insurance is a snapshot provided at a point in time; only your team can decide whether a vendor is cleared to work.
Never. Vendors submit documents free, through one branded link, with no account to create. The property management firm is our only customer.
Certificates of insurance (general liability, workers' compensation), professional and trade licenses, W-9 forms, signed agreements, and custom document types you define — with expiration dates where they apply.
Expiration reminders go out at intervals you configure (60, 30, 14, and 7 days by default), and missing-document reminders repeat on an interval you set. Reminders stop automatically when a document is submitted, and stale items escalate to your team.
Carefully. VendorPass stores only the tax ID type and its last four digits — never a full TIN or Social Security number. Documents are stored privately and reached only through short-lived, permission-checked links.
Yes. Outstanding-items and expirations reports export to CSV at any time, and if you ever cancel, you can export your records and walk away.
Request a demo and we'll walk you through the workflow using sample data shaped like a real portfolio.
Request a demo