Chase expiring insurance certificates
Weekly, find certificates nearing expiry, request renewals from tenants and vendors, and flag coverage questions for a specialist.
Operations · Property management · On a schedule · Updated
Works with
- Slack
- Box
- Dropbox
- Notion
- Microsoft 365
- Gmail
- Superhuman Mail
Slack
Box
Dropbox
Notion
Microsoft 365
Gmail
Superhuman MailHow do you chase expiring insurance certificates?
To chase expiring insurance certificates, run a weekly Loop. Maito reads the dates and coverage limits from the PDFs, compares them with your lease and vendor records, lists certificates expiring within your window in Slack, and drafts reminder emails. It sends them only after you approve.
How it's done today
The manager opens PDFs and chases tenants and vendors by hand.
What Maito does
- Read certificate dates and verify against the document
- List what expires in 45 days
- Draft requests to tenants and vendors
- Record receipts and flag coverage questions
Example
Loop run: Monday 9:00 AM · Certificate check
9 certificates expire by Dec 4. • Acme Cleaning, vendor, Oct 31: 12 days • Initech Exteriors, vendor, Nov 8 • Hooli Cafe, tenant, Nov 15 • 6 more in the attached list Catch: Acme Cleaning's record says Oct 31, but the PDF's date reads Oct 13. The record may be wrong, and it could have lapsed already. Please verify before they're scheduled for any work. Two for the broker: Hooli Cafe's general liability limit on file is $500,000 against the lease's $1 million, and Wonka Foods' certificate names the wrong building. Drafts of 6 reminder emails are ready. Source: the certificate PDFs and the lease fields in the property management software.
@Maito send the reminders, but not Acme Cleaning. I'll call them about the date.
Sending 5 reminders after your approval, holding Acme Cleaning. I'll send the broker questions on Hooli and Wonka to you as a draft instead of sending.
Maito (9:00 AM):
9 certificates expire by Dec 4.
• Acme Cleaning, vendor, Oct 31: 12 days
• Initech Exteriors, vendor, Nov 8
• Hooli Cafe, tenant, Nov 15
• 6 more in the attached list
Catch: Acme Cleaning's record says Oct 31, but the PDF's date reads Oct 13. The record may be wrong, and it could have lapsed already. Please verify before they're scheduled for any work.
Two for the broker: Hooli Cafe's general liability limit on file is $500,000 against the lease's $1 million, and Wonka Foods' certificate names the wrong building.
Drafts of 6 reminder emails are ready. Source: the certificate PDFs and the lease fields in the property management software.
Rosa (9:09 AM):
send the reminders, but not Acme Cleaning. I'll call them about the date.
Maito (9:10 AM):
Sending 5 reminders after your approval, holding Acme Cleaning. I'll send the broker questions on Hooli and Wonka to you as a draft instead of sending.
How to set it up
- Ask your agent
“Every Monday at 9, check certificates of insurance on file for tenants and vendors. Post in #compliance the ones that expire within 45 days and draft reminder emails for me to approve.”
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Use property management software
- AppFolio
- Buildium
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It reads coverage but does not judge whether it is adequate. Questions for your broker stay with you, and it does not decide who may work on site.
Questions
In Google Drive, Box, Dropbox, Notion or Microsoft 365. It compares them with your records in AppFolio or Buildium, through a skill.
It shows both dates and asks someone to verify. It does not decide which one is right.
It drafts the reminder emails and sends them after you approve, from the workspace address or your Gmail or Microsoft 365.
