For property management firms · 25–125 vendors
Your vendor files, audit-ready every month — without hiring anyone.
Every plumber, landscaper, roofer, and cleaner you hire comes with paperwork that's supposed to stay current — an insurance certificate, a W-9, and a license where their trade requires one. CertCurrent takes that paperwork off your desk: we request the documents, chase renewals before they expire, check certificates against your signed Requirements Sheet, and report monthly.
New service, stated plainly: no client results are claimed anywhere on this page. The proof offered is the process below — and your own vendor list, scanned free, in your own data.
Renewal chases go out in writing before any expiry — not after someone notices.
The Monthly Current Report lands on the first business day of the month.
W-9s never move as email attachments, and tax ID numbers never appear in reports.
Requirements come from your signed Requirements Sheet. Coverage questions go to your broker.
The free scan
Send your vendor list. Know where things stand in 5 business days.
You already have a vendor list somewhere — in a spreadsheet, AppFolio, Buildium, or a shoebox of paperwork. Send it over, with whatever it already tracks: vendor names, plus the certificate and document dates you have on file. An AppFolio or Buildium export is perfect.
We organize your own records into one color-coded report, covering up to 50 vendors: what your files say is current, what's expiring, and what's missing entirely. You'll see exactly where your vendor files stand — and what needs attention first.
GREEN — Current
Required documents are on file and current.
AMBER — Needs attention
A document is missing or expires within 45 days.
RED — Overdue
A document has expired, or nothing is on file at all.
The scan is a look, not a fix: no chasing is included, we don't contact your vendors or their insurers for it, there's no obligation to sign up, and no sales call is required to get it. Request your free scan by email — a spreadsheet export is fine.
The problem
Certificates expire quietly. The gap surfaces at the worst moment.
At a lot of small firms, keeping track of vendor paperwork comes down to a spreadsheet and a prayer.
Certificates expire quietly. Documents go missing. And the gaps often don't get noticed until an owner, a lender, or a lawyer comes asking — or something goes wrong on a property and the first question is whether the vendor's insurance was current.
The fix isn't another login. The software in this category stores files and flags some expirations. Somebody still has to request the missing certificate, chase the renewal three times, check what arrives against your requirements, and file it. That somebody is currently on your payroll — or nobody, which is how the gaps form.
| The current way | Published cost | Who does the follow-through |
|---|---|---|
| COI-tracking software (myCOI, Certificial, and similar) | $0–$0.95 per vendor / month | Your staff still requests, chases, checks, and files every document. |
| Full-service compliance (BCS) | $10,000 / year minimum · 6–8 week implementation | Priced and paced for large portfolios. |
| A spreadsheet and a prayer | $0 in software | Every expiry lives in someone's memory — until an owner, a lender, or a lawyer asks. |
| CertCurrent Desk | From $299 / month, month-to-month | The requesting, chasing, checking, and reporting are the service. |
Comparison figures are published category pricing gathered in CertCurrent's own market research (deep-dive report, October 2026) and are labeled modeled — market anchors, not quotes. Software prices buy software only: the requesting, chasing, checking, and filing is separate work in every row except the last.
How it works
Three steps. The paperwork moves without you pushing it.
Send us the list
Your vendors. Your requirements. You provide the vendor list and sign a one-page Requirements Sheet — the documents and coverage requirements we check against. Your insurance broker determines what coverage vendors should carry; we administer the requirements you approve.
The Requirements Sheet is set up when you start a Sprint or Desk plan — the free scan doesn't need one.
Scan report: 5 business days
We handle the paperwork
We request documents, organize what comes in, and follow up on missing paperwork. Before a document expires, we chase the renewal on a 30 / 14 / 7-day schedule. Every request and follow-up is documented, so you can see what's been done and what still needs attention.
Chases at 30 / 14 / 7 days
You get one clear report
One email, every month: which vendors are current, which documents are expiring, what's already expired, and which vendors haven't responded. Unresponsive vendors are flagged, with a record of the follow-ups and a ready-to-use call script for the ones that need a personal nudge. You stay in control. We keep the paperwork moving.
Report: 1st business day
The offer
A desk, not another dashboard.
CertCurrent is the follow-through layer: the requesting, chasing, checking, and reporting, done for you and documented. It starts with the free scan and the Clean-Up Sprint that fixes the list; the Desk keeps it fixed.
Every Desk plan includes
- Your compliance register, kept current
- Written renewal chasing on a 30 / 14 / 7-day cadence before any expiry
- New-vendor document intake (COI, W-9 via secure upload, license) before they start work
- Spot-checks of every certificate against your Requirements Sheet — mismatches flagged in writing
- The Monthly Current Report: current / expiring soon / expired / non-responsive, with escalation notes
- A ready-to-use call script for any vendor who won't respond in writing
What we never do
- We never advise on coverage. What a vendor should carry is your broker's call — we administer the requirements you approve.
- We are not an insurer, insurance broker, insurance agent, or law firm, and we give no insurance or legal advice.
- We never call your vendors. Every request and follow-up is in writing — the documented paper trail is part of the service.
- We never accept W-9s as email attachments. Secure upload only, and tax ID numbers never appear in your reports.
- We never present a certificate as proof of coverage. A certificate is evidence of insurance at issue; our check is a document check, not a coverage determination.
The checkable details
Written for the skeptic who verifies first.
Exact deliverables, exact timelines, exact limits — the same on every page of this site, because they are the same in the service.
What you receive
- The Monthly Current Report — current / expiring soon / expired / non-responsive, with escalation notes
- Your compliance register, kept current as documents arrive
- Every chase and spot-check mismatch in writing, as it happens
Method & your systems
Your vendor list arrives as a spreadsheet export — AppFolio and Buildium exports are perfect, and the systems you already use keep storing the files. We handle the human follow-through those systems don't: requesting, chasing, checking against your signed Requirements Sheet, and filing. W-9s move by secure upload only.
Timelines, in writing
- Free Vendor File Scan: report within 5 business days
- Renewal chases: 30, 14, and 7 days before any expiry
- Monthly Current Report: the 1st business day of the month
- New-vendor intake: documents requested before the vendor starts work
Limits
The free scan covers up to 50 vendors and organizes your own records — we do not contact your vendors or their insurers for the scan, and no chasing is included. The Clean-Up Sprint covers up to 50 vendors. Desk plans cover 40, 75, or 125 vendors, with $6 per additional vendor per month above your tier. Vendor follow-ups happen in writing only — if a vendor won't respond, they are escalated to you in the report with a ready-to-use call script.
What we are not
Not an insurer, broker, agent, or law firm. We do not advise on coverage, and a certificate check is not a coverage determination. Reports reflect the documents received as of the report date.
Who stands behind it
CertCurrent is a document administration service operated by Ruben Olaverria (Chitico HQ), 2041 Jefferson Dr, Port Arthur, TX 77642. Working contact: chiticohq+certcurrent@zohomail.com. Payments are processed by Stripe.
Pricing
Published prices. No quote call.
The Desk is month-to-month. The Sprint fixes the list once; the Desk keeps it current. Both start from the free scan of your own vendor list.
Clean-Up Sprint — one-time
$950
We fix the list from your scan: chase every missing or expired document for up to 50 vendors, build your compliance register, and set up your Requirements Sheet with you — delivered as an audit-ready vendor file.
$450 of the Sprint is credited toward your first Desk month if you start a Desk plan within 14 days of Sprint delivery. The Sprint is sold from the free scan — there is no direct checkout; it starts with an email.
Start with the free scanDesk 40
$299/mo
Up to 40 vendors
- Register kept current
- 30 / 14 / 7 renewal chasing, in writing
- New-vendor intake before work starts
- Certificate spot-checks vs. your Requirements Sheet
- Monthly Current Report
Desk 75
$449/mo
Up to 75 vendors
- Register kept current
- 30 / 14 / 7 renewal chasing, in writing
- New-vendor intake before work starts
- Certificate spot-checks vs. your Requirements Sheet
- Monthly Current Report
Desk 125
$699/mo
Up to 125 vendors
- Register kept current
- 30 / 14 / 7 renewal chasing, in writing
- New-vendor intake before work starts
- Certificate spot-checks vs. your Requirements Sheet
- Monthly Current Report
Above your tier: $6 per additional vendor per month. Every plan includes the full list above — the tiers differ only in vendor count.
If we miss a chase or your report is late, that month is free.
That is the guarantee — a process guarantee, stated exactly as strongly as it can honestly be stated. Claim it by replying to any email from us, or writing to chiticohq+certcurrent@zohomail.com — the month is credited. No form, no call.
Month-to-month. Cancel anytime by email — no contract term, no cancellation fee, no exit call.
Payments are processed by Stripe — we never see your card number.
Founding capacity, stated honestly: 5 Clean-Up Sprints per month; the Desk founding cohort is capped at 10 firms. When the cohort fills, this page becomes a waitlist. That is the operator's real capacity, not a countdown.
The guarantee
If we miss a chase or your report is late, that month is free.
On a Desk plan, if we ever miss a scheduled chase or deliver your Monthly Current Report late, that month is free. Claim it by replying to any email from us, or writing to chiticohq+certcurrent@zohomail.com — the month is credited. No form, no call.
We can't promise every vendor will respond, send the right paperwork, or cooperate on time. Nobody can honestly guarantee that. What we can promise is that the requests go out, the follow-ups happen, the documents get checked against your requirements, and you receive your report on schedule — every step documented, every outstanding item visible.
We guarantee the chasing, the checking, and the reporting. We never guarantee a vendor will comply.
Questions
Asked by firms like yours.
What if we already use AppFolio or Buildium?
Good — most firms do. Those systems can store vendor documents and flag some upcoming expirations. CertCurrent handles the human follow-through: requesting missing paperwork, chasing renewals, checking documents against your requirements, and filing what comes in, then reporting the status and the work done every month. Your software stores the files. We handle the follow-up.
How do W-9s move?
Secure upload only. We never collect W-9s through email attachments, and tax identification numbers never appear in your reports.
Do you call our vendors?
No. Our vendor follow-ups happen in writing — that documented paper trail is part of the service. You can see what was requested, when we followed up, and what remains outstanding. If a vendor won't respond, we flag them in your monthly report, document the attempts, and give you a ready-to-use call script, so if you decide to make a call yourself, you know exactly what to ask for.
When can we start?
With the free scan — it takes your existing vendor list and comes back within 5 business days. Founding capacity is stated honestly: Clean-Up Sprints run at 5 per month, and the CertCurrent Desk founding cohort is capped at 10 firms. When the cohort fills, this page becomes a waitlist.
Are you insurance agents?
No. CertCurrent is a document administration service — not an insurer, insurance broker, insurance agent, or law firm. We don't recommend coverage or provide insurance or legal advice. We compare the documents we receive against the requirements on your signed Requirements Sheet and flag anything that doesn't match. Questions about what coverage a vendor needs belong with your insurance broker.
Is a certificate the same as coverage?
No — and we say so on every report. A certificate is evidence of insurance when it was issued; it is not a guarantee that coverage is in force. Our job is to check the document against your stated requirements, not to determine whether a vendor is actually covered. Every report reflects the documents we've received as of the report date.