How one company manages COIs automatically to save time & reduce liability

Challenge

A global leader in real estate services faced a massive certificate of insurance (COI) tracking challenge. For a single large building, the property management team managed 500 active and expiring COIs, plus certificates for 80 tenants, each bringing multiple service providers to the building.

The Vice President of Operations for the San Francisco property management team knew their existing process created unnecessary stress –the team tracked everything in Excel spreadsheets, renewals arrived on paper via regular mail, and certificates stacked up.

The VP of Operations and his colleagues recognized the need for a digital, automated solution to acquire, manage, audit, and store certificates more efficiently.

Solution

The company implemented Jones software to improve compliance rates, save time managing certificates, and simplify the certificate process. Jones is an insurance compliance software built specifically for commercial real estate, offering services to capture, audit, and monitor insurance requirements for vendors, tenants, contractors, and negotiations.

Since onboarding Jones, the property management team now uploads building insurance requirements directly to the software. The platform handles communication with vendors and service providers, verifies certificates as they arrive, and tracks expiration dates. Jones automates the auditing process and reduces exposure from human error. The platform uses AI to help property teams identify gaps in coverage and resolve them quickly.

An Assistant General Manager at the same company also uses Jones daily to manage 31 tenants at their Manhattan building. “The dashboard is laid out simply and literally lights up green to let me see when a COI is approved. Onboarding new tenants has become easier. I ask a tenant for a standard COI and send them a link to which they should send it. Jones receives it, verifies it, and sends e-mail approval right away.”

Property management teams no longer need to read and understand insurance fine print. The Assistant General Manager values knowing “that all of our vendor and tenant COIs are achieving real compliance, which is great for us and the client.”

By automating the collection, verification, and renewal of certificates, the company improved its tenant experience while reducing liability and improving property performance. The VP of Operations summarizes the value simply: “We’re finding the more we use Jones, the more we get out of it.”