How do you keep track of expiring certificates and insurance docs across your buildings?
Curious how other PMs handle this. I’m talking about things like fire inspection certificates, elevator certs, boiler reports, vendor insurance — all the stuff that has an expiry date and needs to get renewed before it lapses.
Right now the workflow I keep hearing about is basically spreadsheets, calendar reminders, and a lot of manual follow-up emails to vendors. Some people use their PM software for part of it but it doesn’t seem to catch everything.
A few questions if you don’t mind:
• How many buildings/units are you managing and roughly how many of these expiring documents do you deal with?
• Has anything ever slipped through the cracks? What happened?
• Do you use any specific tool or system for this, or is it mostly manual?
• If something could just automatically remind you 30-60 days before every certificate expires and draft the follow-up email to the vendor, would that actually be useful or is it a solution looking for a problem?