# Insurance Certificate Tracking: Chase Expiries Source: https://maito.app/workflows/chase-expiring-insurance-certificates Every week Maito reads insurance certificates for tenants and vendors, lists those expiring soon and drafts the reminder emails for your approval. Weekly, find certificates nearing expiry, request renewals from tenants and vendors, and flag coverage questions for a specialist. [Operations](https://maito.app/workflows/team/operations) · [Property management](https://maito.app/workflows/industry/property-management) · On a schedule · Updated October 19, 2026 Works with - Slack - Email - Box - Dropbox - Notion - Microsoft 365 - Gmail - Superhuman Mail ## How 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 1. Read certificate dates and verify against the document 2. List what expires in 45 days 3. Draft requests to tenants and vendors 4. Record receipts and flag coverage questions ## Example Loop run: Monday 9:00 AM · Certificate check **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 On a schedule Chase expiring insurance certificates 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 ### Where does it find the certificates? In Google Drive, Box, Dropbox, Notion or Microsoft 365. It compares them with your records in AppFolio or Buildium, through a skill. ### What if the PDF and the record disagree? It shows both dates and asks someone to verify. It does not decide which one is right. ### Does it email tenants and vendors? It drafts the reminder emails and sends them after you approve, from the workspace address or your Gmail or Microsoft 365. ## More operations workflows - [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs) - [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools) - [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide) - [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean) - [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy) - [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this) [See all workflows](https://maito.app/workflows) ## Put your AI teammate to work. Set it up in minutes. Start with this one, and let it earn the next one. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fchase-expiring-insurance-certificates)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)