What does a COI tracker need to do?
It has to show the team what changed, what expired, what is missing, who owns the next follow-up, and which records need human judgment.
- Daily list of expired, expiring-soon, missing, and changed insurance records.
- Vendor follow-up queue with owner, next action, deadline, and status.
- Exception view for records that should not be auto-handled.
- Vendor and tenant follow-up messages, with every send logged.
- Owner/operator summary showing what changed and what still needs action.
- Audit trail for source files, manual overrides, and follow-up decisions.
Start with compliance states, then automate follow-up.
A COI workflow breaks when expired, missing, duplicate, or unclear records get treated the same. I separate those states first, then build the tracker around the operating decisions the team already makes.
- 01
Map where COIs and insurance dates live today, whether that is property software, Drive folders, inboxes, spreadsheets, portals, or local files.
- 02
Define the compliance states. Current, expiring, expired, missing, mismatched, duplicate, unclear, and blocked.
- 03
Create the exception layer so ambiguous records route to a human.
- 04
Build the tracker, notifications, and summaries around the team's existing tools.
- 05
Add daily or weekly reporting so owners see what changed.
Built for operators tracking insurance expirations.
Property managers with vendor insurance follow-up living across too many places.
Family-office real estate teams that need local-first controls and careful approval boundaries.
Operators who already know the COI problem matters but do not trust a generic compliance dashboard.
Teams where expired documents become urgent only after someone manually reviews a stale report.
COI tracking questions
It includes source review, expiration-state logic, exception queues, vendor follow-up routing, send logging, and owner-ready compliance summaries. An approval queue before sending is available if the team wants one. The exact build depends on where the COI data lives today.
It is built around the exports, folders, and spreadsheets you already use. Each source is mapped during onboarding.
Yes, once it passes testing. The live COI workflow was tested thoroughly before production. It now emails on its own, logs each send, sends a daily summary, and alerts if it stops. An approval queue before sending is available for teams that want a person to approve each message first.
This system shows what changed, what is missing, what expired, who owns the follow-up, and what needs human review today.
Need a COI tracker scoped around your actual source systems?
Start with one workflow.
Tell me the workflow that costs you the most. I reply within 24 hours with whether it is a fit for an audit and what I would need to map it.