Vendor onboarding and compliance

What to collect before a vendor ever touches a property you manage.

An uninsured vendor who gets hurt on a job, or damages a property, can land the claim on the owner and on you. Collect the paperwork once, track expirations and do not dispatch anyone whose file is incomplete.

Rules to check in your state:
Related guides: 1099 Rules for Property Managers in 2026: Who Files What · Lead Paint Rules for Property Managers 2026: Disclosure and RRP

Before first job

W-9 on fileAccounting
Certificate of general liability insurance naming your company as additional insuredMaint.
Workers' compensation certificate or a signed exemption where the state allows itMaint.
Trade license number checked against the state lookup (plumbing, electrical, HVAC)Maint.
Signed vendor agreement: rates, markup disclosure, response times, photo requirements, tenant conductManager

Ongoing

Track insurance expiration dates and stop dispatch when one lapsesMaint.
Score vendors quarterly on speed, cost, quality and tenant feedbackManager

Want this to run without a spreadsheet?

Workflow software can create the tasks in a checklist like this, assign them and set due dates from the lease. Walk through what that would look like for your company with Julian.

Book a 20-minute call

With Julian Calvo, who works with property management companies at LeadSimple.