# Collecting and tracking vendor COIs and invoices for small landlords

By James Grokman, CEO, TapeAndFloat · 2026-10-25 · Canonical: https://pm.tapeandfloat.com/guides/vendor-coi-invoice-tracking.html

**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](https://www.yardibreeze.com/pricing/)), 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)](https://tapeandfloat.com/downloads/TapeAndFloat_Sub_Vendor_Paperwork_Tracker.xlsx). 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](../#pilot).

## 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.