Vendor payments are released even when their Certificates of Insurance (COIs) have expired, creating liability exposure because COI expiry dates are trapped in PDFs or messy spreadsheets and not automatically checked during payment runs.

Workarounds Described

• stores COI expiry dates in messy spreadsheets
• manually checks COI PDFs before payment runs
• hopes built-in compliance trackers catch lapsed policies without verification

Implied Software Gaps

• Automated COI data extraction and integration with AP payment workflows
• Real-time alert system for vendor insurance lapses before payment approval

COI PayGuard Agent

A read-only AP agent that plugs into property management accounting systems, automatically extracts insurance coverage details and expiry dates from COI documents in emails, flags vendors with lapsed policies during payment runs, and prevents checks from being issued until renewed COIs are received—without touching banking credentials.

Existing Solutions Mentioned