Every COI, inspection, and lease, tracked before it lapses.
Connect your shared drive, folder, or storage. FileFlo reads every vendor COI, fire and elevator certificate, contractor license, and lease, extracts the expiration date, and alerts you at 30, 14, and 7 days before any lapse. No spreadsheets. No surprises. No uninsured vendor on your property.
5-day trial · No credit card · No per-property fees · No per-vendor fees
From spreadsheets to control, across every property.
No uninsured vendor slips through
Upload a certificate of insurance and FileFlo extracts the carrier, policy number, coverage limits, and expiration date. Alerts at 30, 14, and 7 days before any COI lapses, and flags coverage that drops below your minimum requirements before the vendor sets foot on site.
VENDOR COI + WORKERS' COMPEvery inspection, by property and jurisdiction
Fire-marshal inspections, elevator certifications (ASME A17.1), health-department reports, and building permits auto-classified and tracked by property. Store the full history and produce a complete inspection binder for any property in 30 seconds.
FIRE · ELEVATOR · BUILDINGNo lease quietly rolls month-to-month
FileFlo extracts key terms, dates, and renewal clauses from every lease and tracks expirations with 90/60/30-day alerts across the whole portfolio. Amendments and addenda stay tied to the original lease, so you always know what's coming up and who needs a renewal conversation.
LEASE LIFECYCLE + RENEWALSCredentials verified before access
Require every contractor and subcontractor to carry current state licenses, bonding, general liability, and workers' comp before they work. FileFlo's onboarding checklist blocks access for expired credentials and generates owner-ready compliance reports per property.
CONTRACTOR LICENSE + INSURANCEOne expired COI becomes your liability.
These scenarios happen to real property managers every week. The document an inspector or owner asks for is scattered across spreadsheets, email chains, and a shared drive nobody has reconciled since the last renewal.
Your contractor's COI expired three months ago. You just found out.
The risk: They've been working on your property uninsured. If they get hurt or cause damage, you're liable, and your policy doesn't cover uncredentialed vendors. Your spreadsheet said they were current, but nobody updated it after the last renewal.
FileFlo alerts you 30, 14, and 7 days before any COI expires. If a vendor's insurance lapses, you know immediately, not three months and one incident later.
The fire marshal is here. Where are the inspection records?
The risk: You manage 24 properties, each with different inspection schedules, different local requirements, different filing systems. The marshal wants three years of records, and you need 20 minutes just to find the right folder.
FileFlo stores every inspection record by property, auto-classified by type, and generates the complete inspection history in 30 seconds, every report tagged to the property and jurisdiction behind it.
A tenant's lease expired and nobody noticed. They've been month-to-month for six months.
The risk: You have 150 leases across eight properties: different start dates, different terms, different renewal windows. Nobody tracks this consistently, and the gaps cost you leverage at renewal.
FileFlo tracks every lease expiration with 90/60/30-day alerts. You always know what's coming up and who needs a renewal conversation, before the window closes.
An elevator cert lapsed and the unit is still running.
The risk: Annual elevator inspection certificates expire on a rolling schedule across the portfolio, governed by state and local code under ASME A17.1. Miss one and you're operating out of compliance, with real liability the day something goes wrong.
FileFlo tracks every elevator certificate by property with renewal alerts, so no unit runs on a lapsed inspection and the certificate is one tap away when an inspector asks.
Same portfolio. Two different days.
Same properties, same vendors, same inspections. The difference is whether the compliance evidence is one tap away.
Contractor emails asking for site access
You check the spreadsheet: their COI looks current (last touched four months ago)
Fire marshal arrives for a surprise inspection
20 minutes searching emails and folders for three years of records
Tenant calls about a lease renewal
You didn't know it was expiring, scramble to pull the terms
Elevator certification notice arrives
You add it to the spreadsheet, already 15 tabs deep
Two things fell through the cracks today
You're not sure what else you're missing across the portfolio
Uninsured vendor on site · missed inspections · lost renewal leverage
Contractor requests site access
FileFlo shows their COI is current, verified automatically last week
Fire marshal arrives
Generate a complete inspection binder in 30 seconds: three years, indexed by property
FileFlo alert: lease expiring in 60 days
You already knew; the renewal conversation is scheduled for next week
Elevator cert uploaded by the vendor
AI auto-classifies it, extracts the expiration date, updates the record
Zero surprises across the portfolio
You spent the day managing properties, not chasing paperwork
Zero coverage gaps · binder in 30 seconds · every lease tracked
Run a free compliance check first.
Sixty seconds, no signup, no credit card. Surfaces the expired COIs, overdue inspections, and lapsed leases hiding in your portfolio. The 5-day FileFlo trial is right there if you want to fix what it finds.
Run a free compliance checkCould you prove your portfolio is compliant right now?
- Do you know which vendor COIs expire in the next 30 days?
- Could you produce three years of fire-inspection records for any property in under a minute?
- Are you tracking elevator certifications (ASME A17.1) in a spreadsheet?
- Do you know which leases are up for renewal next quarter?
- When was the last time a contractor worked on your property with expired insurance?
- If an owner asked for a full compliance package on one property today, could you deliver it before lunch?
- Are your pre-1978 properties' lead-paint disclosures (40 CFR Part 745) on file and current?
- Would your maintenance team's HazCom and lockout/tagout records survive an OSHA spot check?
Multi-site portfolios, vendor management, residential & commercial.
Multi-Site Portfolios
Property management companies tracking compliance across dozens of buildings from a single dashboard: per-property scores, centralized vendor management, portfolio-wide reporting.
- Per-property compliance scores
- Centralized vendor management
- Portfolio-wide reporting
Vendor & Contractor Management
Onboard and monitor every vendor's documentation before they work: COI verification, license tracking, and insurance monitoring with access control.
- COI verification & alerts
- License & bonding tracking
- Expired-credential access block
Residential & Commercial
Lease tracking, inspection management, and vendor compliance for residential, commercial, and mixed-use properties on one platform.
- Lease expiration alerts
- Fire & elevator scheduling
- Lead-disclosure recordkeeping
Two tiers. No per-property fees.
or $890/yr · annualized $74/mo
- · 100 documents per month
- · 3 users · COI & inspection tracking
- · Small portfolios & single-property managers
or $2,990/yr · annualized $249/mo
- · Unlimited properties, vendors & documents
- · COI auto-block · Audit trail
- · Lease, inspection & contractor lifecycle
5-day free trial on both tiers. No credit card required. No per-property, per-vendor, or per-user fees. Cancel anytime.
Managing hundreds of doors across a large portfolio? FileFlo Enterprise →
Platform definition.
FileFlo is a compliance document intelligence platform for residential, commercial, and mixed-use property management companies. It operates as a read-only layer on top of the cloud storage and systems a manager already uses. It does not replace a property-management suite like Yardi, AppFolio, or Buildium, does not collect rent, run maintenance tickets, or handle accounting. It classifies each document against the standard or contractual requirement that governs it (vendor COIs, fire and elevator inspection certificates, building permits, contractor licenses, lead-paint disclosures, and leases), tracks every expiration with tiered alerts, and assembles an inspector-ready or owner-ready documentation package on demand.
The distinction matters because a property-management suite is optimized for rent, leasing workflow, and maintenance coordination, not for proving, document by document, that every vendor carries current insurance, every elevator holds a valid inspection certificate, and every lease is tracked to its renewal window. The suite runs the operation; FileFlo holds the compliance evidence, tagged to the requirement behind it.
Property management compliance.
Property management compliance is a patchwork of federal, state, local, and contractual obligations rather than a single code. Where maintenance and engineering staff are involved, federal workplace-safety rules under 29 CFR Part 1910 apply, including hazard communication at §1910.1200 and the control of hazardous energy (lockout/tagout) at §1910.147.
For residential properties built before 1978, the EPA's lead-based-paint disclosure and Renovation, Repair and Painting (RRP) requirements at 40 CFR Part 745 require documented disclosures and certified-renovator records. Elevator inspection certificates are governed by the ASME A17.1 Safety Code as adopted into state and local elevator codes, and fire and life-safety inspections follow the NFPA 101 Life Safety Code and NFPA 25 sprinkler-testing schedules enforced by the local fire marshal. Layered on top of all of it is the contractual backbone of property management: vendor certificates of insurance evidencing current general liability and workers' compensation coverage.
The stakes are both regulatory and civil. OSHA serious-violation penalties reach $16,131 per violation in 2026 (29 CFR §1903.15, OSHA Penalty Adjustment 2024), and EPA lead-disclosure and RRP violations carry their own per-violation penalties. But the dominant exposure in property management is civil liability: a slip-and-fall or property-damage claim involving a vendor whose COI lapsed unnoticed can cost far more than any single fine. FileFlo maps each classified document (COI, elevator certificate, fire-inspection report, lead disclosure, contractor license, lease) to the standard or contractual requirement that demands it, so a manager produces a complete, current package in seconds rather than reconstructing it from a 15-tab spreadsheet.
FileFlo vs. how property managers track compliance today.
Capability comparison based on publicly available product documentation and vendor websites as of June 2026. FileFlo row highlighted.
| Tool | Primary use case | COI / insurance tracking | Inspection & lease tracking | Pricing floor | Free trial |
|---|---|---|---|---|---|
| Spreadsheets | Manual COI & lease tracking | Manual entry · no alerts | Separate tabs · no expiry logic | Free | — |
| SharePoint / Drive | Document storage + folders | Stores the PDF · no extraction | Folders · no expiration alerts | Per-seat license | Within M365 / Workspace |
| Jones | Tenant & vendor COI compliance | Yes (COI-focused) | COI only | Not public | Demo only |
| myCOI | COI tracking + vendor outreach | Yes (COI-focused) | COI only | Not public | Demo only |
| ComplyWorks | Contractor compliance network | Yes (contractor prequal) | Contractor docs only | Subscription + fees | Demo only |
| FileFlo | Document intelligence across every property doc type | Auto-extract + 30/14/7-day alerts | Fire, elevator & 90/60/30-day lease alerts | $89/mo (Starter) | 5-day free trial |
Built against the inspector's checklist and the COI binder, not a generic abstraction.
Chad Griffith, Founder & CEO of FileFlo, built FileFlo's property-management rule packs against the actual obligations a portfolio carries: OSHA general-industry standards at 29 CFR Part 1910, EPA lead requirements at 40 CFR Part 745, elevator and fire codes adopted from ASME A17.1 and NFPA 101, and the contractual COI requirements managers live with every day. That specificity is why FileFlo can sit on top of a manager's existing storage and property-management suite and still speak the language an inspector or owner uses, with no migration and no operational overlap.
Quick answers.
Last reviewed June 4, 2026.
What types of property management documents does FileFlo track?
FileFlo tracks COIs (certificates of insurance), fire inspection records, elevator certifications, building permits, health department inspections, contractor licenses, lease documents, lead-paint disclosures, and any other compliance document you upload. The AI auto-classifies each document type, extracts key dates, and sets up expiration alerts automatically.
Can FileFlo track compliance across multiple properties?
Yes. FileFlo supports multi-location tracking from a single dashboard. You can see compliance status per property, per vendor, or across your entire portfolio. Each property gets its own compliance score showing what's current, expiring, or missing.
How does COI tracking work?
Upload a vendor's COI and FileFlo's AI extracts the insurance company, policy number, coverage amounts, and expiration date. You get alerts at 30, 14, and 7 days before expiration. If coverage drops below your minimum requirements, you're flagged immediately, before the vendor works on your property.
Is FileFlo just for commercial properties?
No. FileFlo works for residential, commercial, and mixed-use properties. Whether you manage 10 apartments or 500 commercial units, the same system tracks your vendor COIs, inspections, permits, lead-paint disclosures, and lease documents.
Does FileFlo replace my property management software?
No, it completes it. FileFlo is a read-only document intelligence layer that sits on top of the storage and systems you already use (Yardi, AppFolio, Buildium, SharePoint, Google Drive). It does not collect rent, manage maintenance tickets, or run accounting. It reads your compliance documents, classifies them, tracks expirations, and assembles audit binders, the evidence layer your property-management suite was never built to hold.
How much does FileFlo cost for property management?
FileFlo Starter is $89/month for small portfolios (100 documents/month, 3 users). FileFlo Professional is $299/month: unlimited properties, unlimited vendors, unlimited documents, COI auto-block, and audit trail. No per-property fees, no per-vendor fees. Both include a 5-day free trial with no credit card required.
Free: 12-page Property Manager COI Tracking Template + Disclosure Checklist
Vendor COI tracking spreadsheet template, lead paint/mold disclosure templates, Section 8 documentation checklist.
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Related Compliance Guides
Stop managing compliance in spreadsheets. Know your portfolio is covered.
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