How to Monitor Vendor Certificates of Insurance in RealPage
Certificate of insurance (COI) monitoring keeps every vendor's insurance on file current and adequate. Each certificate is checked against the requirement for that vendor's class, covering limits, dates, additional-insured and waiver wording, and policies close to expiry are caught before they lapse.
A vendor working on site with expired or thin coverage puts the owner and manager at risk, so non-compliant vendors are put on an accounts payable hold until they fix it. This guide follows the weekly audit shown in the recording: running the RealPage COI status report, verifying newly received certificates, building the audit workbook, reviewing the exceptions and archiving the evidence package.
- Who does itVendor compliance / risk and compliance coordinator, with a compliance reviewer approving holds and Accounts Payable enforcing them
- How oftenWeekly
- Steps11 steps · 5 systems
- By hand5 to 20 hours per week
Watch the full workflow
every click in this recording is an AI agent — no one is touching the keyboard.
In the recording, an AI agent signs in to RealPage Vendor Credentialing for Northstar Property Management, reviews the Vendor Compliance Dashboard and runs the Vendor Insurance / COI Status Report for active vendors expiring in the next 30 days, returning 32 vendors, which it exports to Excel. It uploads six newly received COI PDFs, runs extraction, and on BrightLine Electrical's certificate captures evidence that the $1,000,000 each-occurrence GL limit is below the $2,000,000 requirement before committing the batch. It then builds the Weekly_COI_Audit_2026-10-07 workbook with a payment-hold formula (12 holds, 15 renewal watches), saves it and notifies the compliance reviewer. After the reviewer confirms the BrightLine AP hold, the agent archives the package as COI_Audit_2026-10-07_FINAL with 7-year retention and issues the completion summary.
- 1:20Open the Vendor Compliance Dashboard
- 2:00Run the COI Status Report
- 2:20Review the results and export to Excel
- 3:15Upload newly received certificates
- 3:50Check each certificate against the requirement
- 4:05Capture evidence and commit the batch
- 4:40Build the weekly audit workbook
- 5:25Save to the controlled folder
- 6:05Notify the compliance reviewer
- 6:50Review exceptions and confirm payment holds
- 8:10Archive the package and send the summary
Systems involved
You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.
- RealPage Vendor CredentialingVendor Compliance Dashboard, Vendor Insurance / COI Status Report, COI Document Intake and Review Extracted COI (formerly Compliance Depot)
- Microsoft ExcelRealPage_COI_Status export and the Weekly_COI_Audit workbook with Requirements and COI_Evidence tabs
- Vendor COI PDFsSix newly received certificates uploaded for extraction, such as BrightLine_COI_2026.pdf
- EmailNotification to the COI compliance reviewer with the audit workbook attached
- Workflow review and archive pagesHuman review of payment-hold exceptions and the final archive and completion summary
What you start with
- RealPage Vendor Insurance / COI Status Report
- Newly received vendor COI PDFs
- Vendor-class insurance requirements
What you end with
- RealPage_COI_Status_2026-10-07.xlsx export
- Verified policy data committed to RealPage
- Weekly_COI_Audit_2026-10-07.xlsx with payment-hold and renewal-watch flags
- COI_Evidence_Batch_2026-10-07.pdf and extraction audit log
- Reviewer-approved payment-hold instructions
- Archived audit package COI_Audit_2026-10-07_FINAL
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · RealPage Vendor Credentialing Open the Vendor Compliance Dashboard
- 02 Action · RealPage Vendor Credentialing Run the COI Status Report
- 03 Action · RealPage Vendor Credentialing Review the results and export to Excel
- 04 Action · RealPage Vendor Credentialing Upload newly received certificates
- 05 Decision · RealPage Vendor Credentialing Check each certificate against the requirement Yes Certificate meets the requirement: approve and commit the updated policy data. No Capture evidence of the gap, keep the exception open and carry the vendor into the audit as a payment-hold candidate.
- 06 Action · RealPage Vendor Credentialing Capture evidence and commit the batch
- 07 Action · Microsoft Excel Build the weekly audit workbook
- 08 Action · Microsoft Excel Save to the controlled folder
- 09 Action · Email Notify the compliance reviewer
- 10 · Human review · Workflow review page Review exceptions and confirm payment holds
- 11 Action · Workflow archive page Archive the package and send the summary
Step-by-step: how to do it
-
Action · RealPage Vendor Credentialing · 1:20 in the video
Open the Vendor Compliance Dashboard
Log in to RealPage Vendor Credentialing and set the Management Company and Portfolio filters. Read the headline tiles and the Items Requiring Attention panel so you know the size of this week's problem before you start.
In the videoNorthstar Property Management, All Active Properties - 24.
- Active vendors
- 186
- Compliant
- 154
- Expiring within 30 days
- 18
- Expired or non-compliant
- 14
- New COIs awaiting intake review
- 6
-
Action · RealPage Vendor Credentialing · 2:00 in the video
Run the COI Status Report
Click Run COI Status Report (or Reports > Vendor Reports > Vendor Insurance). Set Vendor Status to Active, Expiration Window to Next 30 Days and Compliance Status to Expired, Non-Compliant, Expiring, then click Generate Report.
In the video- As of
- 10/07/2026
- Expiration through
- 11/06/2026
- Vendors returned
- 32 across 18 properties
- Expired
- 5
- Non-compliant
- 9
- Expiring
- 18
-
Action · RealPage Vendor Credentialing · 2:20 in the video
Review the results and export to Excel
Scan the vendor list, which is sorted by risk status and expiration date, and read the Reason column for each row. Click Export Excel so the controlled report is retained for the audit.
In the video- V-10482 · Apex Restoration LLC Expired 10/01/2026
- Reason
- Policy lapsed
- V-10116 · BrightLine Electrical Non-compliant
- Reason
- GL limit below $2M
- V-10810 · Premier Security Inc. Non-compliant
- Reason
- Waiver missing
-
-
Action · RealPage Vendor Credentialing · 3:15 in the video
Upload newly received certificates
Go to Document Center > Document Intake and click Upload COI Documents. Confirm each file matched to the right vendor, then run extraction so the policy fields are read from each certificate.
In the videoSix PDFs, including these four.
- Apex_Restoration_Renewal.pdf Exact vendor match
- BrightLine_COI_2026.pdf Exact vendor match
- Metro_Plumbing_Auto.pdf Exact vendor match
- ClearView_WC_2026.pdf Exact vendor match
-
-
Decision · RealPage Vendor Credentialing · 3:50 in the video
Check each certificate against the requirement
Open each certificate in Review Extracted COI and compare the certificate image with the extracted fields: insurer, policy number, effective and expiration dates, each-occurrence limit, additional insured and waiver of subrogation. Compare the limit with the RealPage requirement for the vendor class.
- If yes Certificate meets the requirement: approve and commit the updated policy data.
- If no Capture evidence of the gap, keep the exception open and carry the vendor into the audit as a payment-hold candidate.
In the video- Vendor
- BrightLine Electrical (V-10116)
- Carrier
- National Commercial Indemnity
- Policy
- NCI-GL-6831047
- Term
- 10/08/2026 to 10/08/2027
- GL each occurrence
- $1,000,000
- Requirement
- $2,000,000
- Result
- 1 discrepancy
-
Action · RealPage Vendor Credentialing · 4:05 in the video
Capture evidence and commit the batch
For any discrepancy, click Capture Evidence so the certificate page and finding are stored. Then click Approve & Commit Reviewed Updates and confirm the batch summary.
In the video- Documents processed
- 6
- Policies auto-verified
- 5
- Exceptions retained
- 1 (BrightLine coverage)
- Fields committed
- 78
-
Action · Microsoft Excel · 4:40 in the video
Build the weekly audit workbook
Open the exported status report, create a Weekly_COI_Audit sheet and normalize columns: vendor, class, property, policy type, current and required limit, expiration, days to expiry, additional insured, waiver. Add a Payment Hold formula and check the totals.
In the videoFormula =IF(OR([@[Compliance Status]]="Expired",[@[Compliance Status]]="Non-Compliant"),"YES",IF([@[Days to Expiry]]<=30,"WATCH","NO"))
- Rows audited
- 32
- Cleared
- 5
- Payment holds
- 12
- Renewal watch
- 15
-
Action · Microsoft Excel · 5:25 in the video
Save to the controlled folder
Save the workbook with a dated name in the controlled vendor-compliance folder so formulas, evidence links and the source report stay together.
In the videoWeekly_COI_Audit_2026-10-07.xlsx saved to C:\Finance\Vendor_Compliance\2026-10-07.
-
Action · Email · 6:05 in the video
Notify the compliance reviewer
Send the reviewer a short note with the workbook attached that states the hold and watch counts and the key exception.
In the video- Subject
- Weekly COI audit ready - 2026-10-07
- Body
- Review 12 payment holds and 15 renewal watches. BrightLine GL limit is below requirement.
-
Human review · Workflow review page · 6:50 in the video
Review exceptions and confirm payment holds
The reviewer works through each payment-hold exception, compares the source certificate with the requirement and the workbook result, and enters the approved instruction, control owner and release condition.
In the video- Rapid Response HVAC Exception
- Issue
- Policy expired 09/30/2026
- Premier Security Inc. Exception
- Issue
- Additional insured missing
- BrightLine AP hold
- Action
- Maintain AP hold until a compliant $2M GL certificate is received and verified in RealPage
- Owner
- Accounts Payable - Vendor Compliance
-
-
Action · Workflow archive page · 8:10 in the video
Archive the package and send the summary
Store the final workbook, source report, evidence and decision log under one archive reference with a retention note, then send the completion summary to Accounts Payable and the reviewer.
In the video- Archive reference
- COI_Audit_2026-10-07_FINAL
- Retention
- 7 years
- Record category
- Vendor Compliance
- Access
- Restricted
Rules, exceptions and controls
Rules to follow
- The weekly report covers active vendors with an expiration window of the next 30 days.
- Payment Hold is YES when compliance status is Expired or Non-Compliant, WATCH when days to expiry is 30 or fewer, otherwise NO.
- Each limit is compared with the requirement for the vendor's class; for BrightLine Electrical the GL requirement was $2,000,000 each occurrence.
- Additional insured and waiver of subrogation wording are checked as well as limits and dates.
- The archived audit package is kept for 7 years with Restricted access.
When something doesn't match
- Coverage limit below requirement: capture evidence, keep the exception and hold AP payment until a compliant certificate is verified.
- Policy expired or renewal not received: the vendor goes on payment hold.
- Additional insured or waiver endorsement missing: treated as non-compliant and held.
- Workers' compensation expired: listed as a payment-hold exception for review.
- Policy expiring within 30 days: marked WATCH so the renewal is chased before it lapses.
Controls and audit trail
- The status report is exported and retained as the source of the weekly audit.
- Evidence is captured before extraction updates are committed to RealPage.
- A compliance reviewer confirms every payment hold before the audit closes.
- Each hold records a control owner and a release condition.
- The workbook, evidence and decision log are archived under one reference.
Practitioner tips
- Test each certificate against the requirement table for that party type, not a single portfolio-wide standard.
- Send renewal requests before expiry so WATCH vendors never drift into a hold.
- When a vendor fails, tell them exactly which gap to fix, such as the limit or the missing endorsement.
- Report non-compliant vendors to the risk manager and block them from new work as well as payment.
About this recording
In the recording, the agent ran the RealPage COI status report, verified and committed six new certificates, built and saved the weekly audit workbook and notified the reviewer. After a person approved the payment holds, it archived the package and issued the completion summary.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do I run a COI status report in RealPage?
In RealPage Vendor Credentialing, open Vendor Insurance / COI Status Report, set Vendor Status, Expiration Window and Compliance Status, and generate. In the recording the filters were Active, Next 30 Days and Expired, Non-Compliant, Expiring, which returned 32 vendors.
What should I check on a vendor certificate of insurance?
Check the insurer, policy number, effective and expiration dates, each-occurrence and aggregate limits, additional insured wording and waiver of subrogation. Compare each against the requirement for the vendor's class.
When should a vendor be put on payment hold for insurance?
When the policy is expired or the certificate is non-compliant, for example a limit below requirement or a missing additional insured endorsement. The hold stays until a compliant certificate is received and verified.
How do I flag COI payment holds in Excel?
Add a Payment Hold column with a formula such as =IF(OR(status="Expired",status="Non-Compliant"),"YES",IF(days to expiry<=30,"WATCH","NO")). That gives you holds and renewal watches in one pass.
How often should certificates of insurance be monitored?
The recording shows a weekly audit with a 30-day look-ahead. Many teams also check daily as new certificates arrive, so expiring coverage is caught early.
Can an AI agent do certificate of insurance monitoring in RealPage?
Yes. As shown in the video, the agent works the same RealPage and Excel screens a person does, from running the report to committing extracted data and building the audit. A compliance reviewer approves the payment holds before the audit is closed.