Property managers, HOAs and contractors

Know before a vendor’s insurance expires, without keeping a spreadsheet.

We keep your vendors’ certificates of insurance on file, email you 4, 3, 2 and 1 month before each one expires, and ask the vendor for the renewal until it arrives. Try the free checker on any certificate right now.

Free one-PDF checker

Start with one certificate.

One readable PDF up to 10 MB. No email gate to see your result.

One PDF only · maximum 10 MB

No file selected.

You can upload without a name. The Additional Insured comparison will be unable to verify and fail until a name is entered.

We don't save your certificate. It's read in memory, the text goes to OpenAI to pull out the fields, and it's discarded once your results show. How we handle it

Extraction and comparison are an aid and may be inaccurate. This is not insurance or legal advice and does not confirm that coverage is active or in force.

Try the free checkerSee how it works

No account needed to view results.

Done-for-you vendor tracking

Send us your vendor list. We handle the rest.

No software to learn and no spreadsheet to keep up. We do the collecting and the follow-up emails, and you see the status.

  1. 01

    Send us your vendor list

    A spreadsheet, an email thread, a stack of PDFs. Whatever you have today, along with your insurance requirements.

  2. 02

    We collect, check and follow up

    We request each certificate, check limits, dates and Additional Insured wording, warn you before anything expires, and email vendors for their renewals.

  3. 03

    You get a monthly report

    One clear status of every vendor, ready to hand to your board or owner, plus a heads-up whenever something needs your attention.

What you get

Every certificate, from expiring to renewed.

Here is what happens to each vendor’s certificate once it’s with us. We do the asking: when we say we “chase” renewals, we mean we email the vendor for the new certificate on a schedule until a valid one arrives. You hear about every step, so a lapse never catches you by surprise.

What the vendor gets, 60 days out

COI renewal needed for [Property/HOA Name]
Hi [Vendor Name],

Our records show a certificate expiration date of [Expiration Date]. Please send an updated certificate showing [Required Coverages] for work at [Property/HOA Name].

Thank you,
[Property/HOA Name] team

  1. When you sign up

    We do
    We log every vendor on your list, the policies they carry and the date each one expires.
    You hear
    A starting report: every vendor, when each certificate expires, and any that are already expired or missing.

  2. 4, 3 and 2 months out

    We do
    We keep an eye on the date. Nothing goes to the vendor yet.
    You hear
    “Ace Landscaping’s certificate expires June 30, in about 3 months.”

  3. 60 days out

    We do
    We email the vendor, and their insurance agent if we have one, for the renewed certificate.
    You hear
    “We’ve asked Ace Landscaping for their renewal.” You’re copied on the request.

  4. 30 days out

    We do
    No renewal yet? We ask again.
    You hear
    “Still waiting on Ace Landscaping. We’ve asked twice.”

  5. 7 days out

    We do
    A final notice to the vendor.
    You hear
    A warning that Ace Landscaping’s coverage may lapse on June 30, so you can decide now whether they keep working on site.

  6. If it lapses

    We do
    We keep asking the vendor until a valid certificate arrives.
    You hear
    “As of today you have no proof of Ace Landscaping’s coverage.” The same morning, not weeks later.

  7. Renewal arrives

    We do
    We check its limits, dates and Additional Insured wording against your requirements and file it. If it falls short, we tell the vendor exactly what to fix.
    You hear
    “Ace Landscaping is renewed through June 30, 2028.” The clock starts again.

Pricing

One simple plan for our first customers.

We are taking on a small group of founding customers. Your rate stays locked for as long as you stay with us. Managing more than 100 vendors? Email us for a quote.

Founding Member

$99/ month
  • Up to 100 vendors or subcontractors
  • Certificate collection and review against your requirements
  • Expiration emails to you 4, 3, 2 and 1 month out, plus a final week’s notice
  • We email each vendor for the renewed certificate until it arrives, and copy you
  • Same-day alert if a certificate lapses, and a note when each renewal is filed
  • Monthly status report for your board or owner
  • Month-to-month. Cancel anytime online or by email.
Become a Founding MemberOr start with a free status check

Secure card payment through Stripe. We never see your card number.

A small, local business.

I’m Nick, and I run CoverKestrel out of Fredericksburg, Virginia. I started it after hearing the same thing from property managers and contractors: tracking vendor insurance always ends up on one busy person’s plate, in a spreadsheet, chasing the same landscaper for the third time.

When you work with us, you work with me. Questions go straight to coverkestrelcoi@gmail.com.

FAQs

What to know before you upload.

Do you keep a copy of my certificate?

No. The free check doesn't save your PDF or the results, and there's no account or link to it afterward. The file is read in memory, its text (or a picture of any scanned page) is sent to OpenAI to pull out the fields, and it's discarded once your results show. OpenAI doesn't train on it and may keep it up to 30 days for abuse monitoring. If you ask for a renewal reminder, we save only your email, the vendor and company names you type, and the certificate's expiration date.

What is a COI?

A certificate of insurance (COI) is a summary of selected insurance information. It is not the insurance policy or an endorsement, and it does not by itself confirm active coverage. Check the governing contract and contact the insurer or agent when you need confirmation.

What does the checker look at?

It extracts visible carrier, policy type, limit, expiration, statutory-indicator, and Additional Insured details, then compares them with a standard property-management template: General Liability at $1M each occurrence and $2M general aggregate, Auto at $1M combined single limit, Workers’ Compensation marked statutory, and the entered customer/property name explicitly listed as an Additional Insured. Umbrella is optional. Extraction can be inaccurate and the result is not insurance or legal advice.

Who does the vendor follow-up?

We do. Starting 60 days before a certificate expires, we email the vendor asking for the renewed one, ask again at 30 days and 7 days, and copy you on every request. When it arrives we check it, file it and tell you it’s done. Your team does not have to send a single request.

Can I cancel anytime?

Yes. The Founding Member plan is month-to-month with no contract. Cancel from your billing page or email us and we will send you everything we have collected.

Founding Member

Ready to stop sorting expiration dates?

Email us your vendor list or a few certificates. Within two days we’ll send back what’s current, what’s expiring and what’s missing, free.

Get a free status check