For property managers & small GCs
Know which vendors are covered — without chasing them yourself.
Duefora tracks vendor COIs, licenses, and W-9s, monitors expiration dates, follows up with vendors before documents lapse, and gives your team a simple exception list.
No login for the audit. Plain-English snapshot in 1–2 business days.
| Vendor | Insurance | License | W-9 | Next action |
|---|---|---|---|---|
| ABC Plumbing | Oct 12 · 23d | Current | On file | Reminder queued |
| Smith HVAC | Expired Sep 2 | Current | On file | Escalated to you |
| GreenScape LLC | Jan 8, 2027 | Current | Missing | Request W-9 |
| Metro Electric | Mar 21, 2027 | Expires Nov 4 | On file | License chase day 1 |
Product preview — illustrative data. Early customers get this board built for them during setup. Self-serve dashboard: coming soon.
The problem
Chasing COIs still lives in spreadsheets and inboxes.
Scattered docs
COIs, licenses, and W-9s arrive by email, get filed in folders, and drift out of date without a single place to look.
Missed expirations
A date buried in a PDF is easy to miss until a job is delayed, an owner asks, or someone notices too late.
No chase history
When a vendor goes quiet, it’s hard to prove who was asked, when, and what was still outstanding.
Free audit
Send us 10 vendor documents. We’ll show you what is current, expiring, missing, or expired.
You email or upload COIs, licenses, and W-9s. We return a plain-English status list — the same format early customers use as their starting board.
- Fwd: COI — ABC Plumbing.pdf
- Re: insurance cert??
- W9_smith_final_v2.pdf
- License scan (phone photo)
- “Can you resend for 2026?”
- Current 6 documents in good standing
- Expiring 2 within 30 days
- Expired 1 needs immediate chase
- Missing 1 W-9 not on file
What Duefora does
Concrete work, not another dashboard you’ll ignore.
- Keep a vendor list with required docs: COI (insurance), license, and W-9.
- Read expiration dates from uploaded PDFs and flag what’s current, expiring, expired, or missing.
- Email vendors on a schedule before documents lapse (and log every reminder).
- Escalate silence to your team instead of hoping someone remembers to follow up.
- Send a weekly risk digest so ops can work from exceptions, not the whole binder.
Where extraction is uncertain, early customers get a human review pass before anything goes out.
Automated vendor chase
Reminders go to the vendor. Exceptions come back to you.
Example of a reminder Duefora sends on your behalf when a certificate is approaching expiration.
Hello,
This is a courtesy reminder from Rivera Property Group via Duefora.
Our records show the general liability certificate on file for ABC Plumbing expires on October 12, 2026 (14 days from today).
Please reply to this email with an updated certificate of insurance (COI), or confirm the renewal is already in progress.
If you have questions, you can reach Rivera Property Group directly or reply here and we’ll route it.
Thank you,
Duefora · Vendor document reminders for Rivera Property Group
What your team sees
Vendors do not need a Duefora account. They just reply with a PDF, the same way they do today.
After you sign up
White-glove setup for early customers — days, not months.
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Day 1You pay & complete the welcome form
Stripe checkout, then a short onboarding form (company, vendor count, how you track today).
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Day 1–2We import your vendors
Email or upload PDFs plus a spreadsheet if you have one. We build your first compliance board. Early customers: white-glove setup.
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OngoingMonitoring + chase
We watch expiration dates and run the reminder sequence so you’re not the one nudging every vendor.
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30 / 14 / 7 days outScheduled reminders
Vendors get polite email follow-ups before documents lapse. Each send is logged.
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If no responseFlagged for your team
Silence doesn’t disappear into the inbox — it shows up on your exception list for a human decision.
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Every weekRisk digest
A short email summarizing what’s expired, expiring, missing, and what was chased.
Weekly risk digest
One email. The exceptions that matter.
Counts for expired / expiring / missing, vendors chased that week, and anything waiting on your reply.
Why not just a spreadsheet?
Spreadsheets store dates. They don’t chase vendors.
Spreadsheet + email
- You update cells when you remember
- Reminders depend on someone’s calendar
- Hard to prove chase history
- Works until the list grows or someone leaves
Duefora
- Expirations monitored from the docs on file
- Reminder sequence runs without you drafting each one
- Every send and reply path is logged
- Weekly digest keeps ops on exceptions only
Where Duefora fits
Built for a narrow job: vendor documents that expire.
Spreadsheet
Fine for a handful of vendors if someone is diligent. Breaks when chase volume rises.
Email folders
Where the PDFs actually live today. Searchable, but not a status system.
Enterprise platforms
Property / project suites (e.g. AppFolio-like tools) do a lot more than some small teams need for this narrow job.
Duefora
Focused on COI / license / W-9 status, chase, and a weekly exception digest — nothing else.
Who it’s for
Small teams that still touch every vendor personally.
Property managers
Maintenance and unit-turn vendors: plumbing, HVAC, electrical, landscaping, cleaning. You need certificates on file before work starts — and renewals before they lapse.
Get a free auditSmall general contractors
Subs and specialty trades across a few jobs. Licenses and COIs change often enough that a shared spreadsheet stops being trustworthy.
Get a free auditBuilt for small teams
If you’re a two-to-ten person ops or project team, you probably don’t need a full compliance suite. You need to know who’s covered, who’s expiring, and a reliable way to ask for updates without living in Gmail. Duefora is intentionally narrow on purpose.
Pricing
Simple monthly plans by vendor count.
1 vendor = 1 company on your list — not per document. No per-document fees. Cancel anytime. Most teams should start with the free 10-document audit.
Deeper pass beyond the free 10 docs.
- Fuller document review
- Status list + notes
- Sample chase copy
- Good first cleanup
Up to 25 vendors.
- ≤25 vendors
- COI / license / W-9 tracking
- Email chase sequence
- Weekly risk digest
Up to 75 vendors.
- ≤75 vendors
- Everything in Starter
- Priority extraction review
- Shared chase history
Up to 200 vendors.
- ≤200 vendors
- Everything in Growth
- Broker-friendly exports
- Higher-touch onboarding
Secure checkout via Stripe. After payment you’ll land on a short welcome form so we can start setup.
After you pay
Honest onboarding — we set you up; self-serve login comes later.
- Stripe checkout — pay for Audit or a monthly plan.
- Welcome page — tell us company details, vendor count, and how you track today.
- We import vendors — early customers get white-glove setup (PDFs + spreadsheet).
- Setup checklist — company profile → documents → reminder preferences → first compliance report.
Self-serve dashboard login is coming soon. Until then, you’ll work with us over email and receive your board and digests directly.
Trust
What Duefora does — and does not do.
Duefora does
- Organize vendor COIs, licenses, and W-9s
- Monitor expiration dates you (or we) put on file
- Send reminder emails to vendors on your behalf
- Summarize exceptions for your team weekly
Duefora does not
- Sell, share, or broker your documents
- Act as an insurance agent or verify coverage as a carrier
- Provide legal advice or compliance certification
- Replace your judgment about who can work on site
We only claim what we can substantiate: tracking, reminders, and reporting. If something isn’t automated yet, we say so.
FAQ
Straight answers for an early product.
Do my vendors need a Duefora account?
No. Vendors receive a normal email and reply with a PDF (or confirm renewal) the same way they already do.
What happens if a vendor doesn’t respond?
We continue the reminder sequence, then flag the vendor on your exception list so your team can decide next steps (call, pause work, escalate to the broker, etc.).
How accurate is document date extraction?
PDFs vary. For early customers, uncertain extractions get a human review pass before chase emails go out. You’ll see notes where a field couldn’t be read confidently.
How long does setup take?
Usually measured in days, not months. After payment and the welcome form, we import what you send and stand up your first board — often within 1–2 business days for a typical starter list.
Can I cancel anytime?
Yes. Monthly plans can be canceled anytime; you won’t be charged for the next cycle after cancellation is processed.
How do I import vendors today?
Email or upload PDFs, plus a spreadsheet of vendor names/contacts if you have one. That’s the path for early customers while self-serve import is still being built.
Is there a live login dashboard yet?
Not yet. Early customers are onboarded manually and receive boards, chase logs, and weekly digests from us. Self-serve dashboard: coming soon.
What’s included in the free 10-document audit?
A plain-English status snapshot for up to 10 COIs / licenses / W-9s: current, expiring, expired, or missing — delivered in 1–2 business days. No login required.
Free 10-document audit
See your vendor risk in plain English.
Tell us who you are and how you chase COIs today. We’ll reply with next steps to receive your PDFs and return a status snapshot.
Prefer email? Send the same details to hello@duefora.com.