TapeAndFloat.com for small landlords & PMsCollecting and tracking vendor COIs and invoices for small landlords
Vendor paperwork for a landlord is a certificate of insurance (COI), a W-9 and an invoice matched to each work order. Small operators feel it most because platforms with minimums, such as Yardi Breeze's $100-a-month floor (pricing page), are often more than the paperwork problem is worth.
Before the first job
- W-9 for 1099 reporting.
- COI with general liability (and workers' comp if they have employees), your company or the owner as certificate holder, and the expiration date.
- Rates and an emergency contact.
Track expirations
One row per vendor with the policy end date. Ask for a renewal 30 days before.
Match every invoice to a work order
- Same unit and work order number?
- Under the not-to-exceed amount, or approved overage?
- Before/after photos attached?
- Not already paid (duplicate check)?
Free download: Sub & vendor paperwork tracker (Excel). One row per sub or vendor; it flags a missing W-9 or COI, an expired COI, and any COI expiring within 30 days, and a second tab flags payments still missing an unconditional lien waiver. No email required.
Where an assistant helps
TapeAndFloat reads COIs and invoices from your inbox, logs them in your Sheet, flags mismatches and expirations, and drafts renewal requests.
Free 60-day pilot: forward your job emails to the assistant, keep working in your own Sheet, and get a short daily list of what is slipping. No new app, no card. Request a pilot spot.
More guides
- Managing maintenance requests and vendor work orders for small landlords
- Tenant communication for small landlords: templates that cut the follow-up calls
- Unit turnover checklist for small property managers
- AppFolio and Buildium alternatives for small landlords
Frequently asked questions
Why collect a COI from vendors?
It shows the vendor had insurance on the date; without it, an injury or damage claim may land on you or the owner.
Do I need a W-9 from every vendor?
Generally yes for service vendors you may need to issue a 1099 to; ask your tax preparer.
How do I avoid paying an invoice twice?
Match each invoice to one work order number and mark it paid in the same row.
Does TapeAndFloat pay vendors?
No. It tracks and flags; you pay as you do today.
Want this tracked for you? Join the free pilot.