COI tracking for landscaping companies

Who belongs on the vendor board

Your own firm owes certificates to property managers, HOAs, and general contractors who hired you for a new-build landscape. That is your general liability, workers' compensation, and auto for the trucks and trailers. Keep that expiration on the company record so a renewal request from a property manager is not the first time you notice the date.

People you hire are separate parties. A tree company is not covered by your landscape policy because they parked next to your trailer. An irrigation specialist who pulls their own permit needs their own certificate. A chemical applicator may also need a license on file. The license is not the certificate. If you track both, give them different document types so the expiry you remind on is the one that actually ended.

Seasonal reminders instead of a spring cleanup of the inbox

Policies do not all renew in March. A crew you added for leaf season may expire in November, which is exactly when you want them back. The board shows expired and expiring parties without you opening every PDF. Reminders go at 30, 14, and 7 days. The update link is the request: they upload the new form, you review it, and only then does it replace the old one.

Automobile liability is easy to skip for a mow crew and then impossible to skip when their truck backs into a car in the community drive. Record it when the contract asks for it, and record it when they operate vehicles on the property even if the contract was sloppy. Workers' compensation exemptions for a one-person trimmer should have an end date. An exemption scanned in 2022 is not a permanent fact.

• Property-manager audits ask for current certificates, not the file from contract signing.
• Split liability, workers' compensation, and auto.
• Keep applicator licenses separate from insurance certificates.
• Leave inactive vendors on the board so next season does not start from a blank row.

Office size and the plan

A single crew operation with a few specialty partners fits Starter, 25 parties and 3 seats. A maintenance company serving many communities, with irrigation, tree, and enhancement subs, is typically Pro, 100 parties and 10 seats. Business is 300 parties and 25 seats when account managers share the list. Annual billing is two months free. The limits are the monthly limits.

The tracker does not produce a certificate and it does not tell a property manager that your limits satisfy their contract. It tells you which file is about to expire so you can ask for a new one before the audit. First-time subscribers can try it for 7 days. A company that already had a subscription does not get a second trial.