Insurance and COI verification
Every company's certificate, collected, verified and dated.
We read each certificate ourselves and record the date it expires.
On file
What a board opens
Vendors upload their certificate of insurance, business license, W-9, and trade credentials, into the same file your board opens.
Vendors & insurance · your dashboard
Example companyCypress Pool Service
General Liability (COI)
Valid through Nov 6, 2026
Workers' Comp
Valid through Dec 6, 2026
Business License
Valid through Apr 5, 2027
What a proposal turns on
- General liability
- CPO certification
- Workers’ compensation
Insurance renewals
A vendor whose insurance runs out can’t propose from the next day until we have the renewal.
We write to the company and to you as the date nears. A signed contract stands either way.
An insurance line
general liability · workers’ comp · auto liability
Not a day past its date- Uploadedthe vendor uploads it
- Verifieda VendoRFP admin checks it
- Covering, and the vendor can proposethrough the policy’s own expiration date
- Proposals closed the next dayfrom the day after that date until a current certificate is verified
A trade credential
CPO · lifeguard certification · background check
Not a day past its date- Uploadedthe vendor uploads it
- Verifieda VendoRFP admin checks it
- Current, and the vendor can proposethrough the certificate’s own expiration date
- Proposals closed the next dayfrom the day after that date until a current certificate is verified
A lapse closes new proposals and new work. The W-9 is read earlier, with the business registration, before a company can open an RFP.
Two documents, drawn on the same run of time from upload to expiration. Both run the same way: the vendor uploads the document, a VendoRFP admin verifies it, and it covers the vendor, who can propose, through its own expiration date. An insurance line (general liability, workers’ compensation, auto liability) and a competency certificate (CPO, lifeguard certification, background check) follow the same rule after that: the day after the printed date, the vendor can no longer propose, or be sent out or scheduled, until a current document is verified. Either way, the lapse stops new proposals and new work.
Against a PDF in your inbox
Every certificate opens from your dashboard with a date on it.
| A PDF that arrived by email | On VendoRFP | |
|---|---|---|
| Where the certificate lives | Whoever still has the email | One file, opened from your dashboard |
| Who verified it, and when | Usually nobody, at no point | A VendoRFP admin, with a date |
| The date it runs out | Inside the PDF, unread | Stored on the document itself |
| What a lapse does | It is noticed, or it is not | Proposals close the day after the date on it |
| The certificate it replaced | Overwritten or lost | Kept, versioned and dated |
| Answering an auditor | Reassembled from four inboxes | Read off the file, same day |
| The limits your community requires | Written into a contract, unchecked | Compared before a proposal lands |
You set the coverage limits you require, often the number your own insurer or lender asks for. A vendor whose recorded coverage falls below one of them cannot propose on your work until it is raised.
What is verified
Two documents decide every proposal, and a third decides most.
The insurance is the same in every trade. The third is whatever that trade’s own work requires — a CPO card, an auto policy, a background check — and painting asks for none of them. A staffing company offering lifeguards is the one scope that carries a fourth.
Every company files these documents before it can propose, and a person at VendoRFP reads each one and records what it says along with the date it runs out.
| General liability | The certificate, with the coverage limits the buyer's own minimums are checked against and the date the policy runs out.Proposals stay open through that date and close the day after, until a renewed certificate has been verified. |
|---|---|
| Workers’ compensation | The certificate covering the company’s own crew, with the date the policy runs out.Proposals stay open through that date and close the day after, until a renewed certificate has been verified. |
| The trade credential | A CPO card for pool, auto liability for landscaping, a background check for porter and amenity staffing, a pest license for pest control, an EPA 608 certification for HVAC, an electrical contractor license for electrical work, and nothing beyond the insurance for painting.A CPO card, auto liability, a background check, a pest license, and an electrical contractor license hold proposals open only through the date printed on them, and we reach out for the renewal in the 30 days before that date. EPA 608 certification is verified once and carries no renewal date. |
Also on file
| Business registration | We verify the business registration and the W-9 before a vendor can open an RFP at all. The registration tells a community which company it would be signing with. |
|---|---|
| W-9 | The W-9 is the form the community and its management company file their 1099 from at the end of the year. |
Why it matters
This is where an uninsured claim lands.
When something goes wrong on shared property, the deductible and the legal bill look for whoever was covered. Every vendor is fully vetted, licensed and insured.
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