Vendor compliance tracking
Track every vendor's COI, W-9, license, and required documents. Per-property approval status.
For Property Managers
Keep every vendor, property, and maintenance document ready.
Track vendor COIs, W-9s, service records, maintenance photos, and property files for every property. Move faster on tenant requests with less risk.
Sound familiar?
The vendor and property issues you keep solving twice.
If you're spending more time hunting paperwork than running properties, KeepCert was built for you.
A vendor's insurance expired and a tenant's HVAC is broken , you can't dispatch
An owner asks for proof a repair was completed and the photo is on someone's phone
Your preferred vendor list lives in a spreadsheet that hasn't been updated in 2 years
A new property comes under management and you're rebuilding vendor docs from scratch
A maintenance request gets escalated and you can't find the original work order
You're spending more time chasing vendor paperwork than actually managing properties
Built for property managers
Vendor compliance, property files, and maintenance records , one source of truth.
Property file organization
Each property has its own file hub: leases, photos, repair history, vendor records, owner correspondence.
Maintenance documentation
Attach before/after photos, receipts, invoices, and notes to every work order. Searchable, shareable.
AI compliance briefing
Morning brief tells you which vendors are cleared, what's expiring, and what's at risk across all properties.
Owner-ready reports
Generate clean property reports for owners with vendor proof, maintenance summaries, and compliance status.
Vendor approval workflows
Approve vendors for specific properties. Block dispatching when documents are missing.
How teams use it
Three workflows you'll run every week.
Workflow 1
Dispatching an urgent repair
- 1Tenant reports a leaking water heater
- 2PM checks KeepCert for approved plumbers for that property
- 3System shows which plumbers are cleared (current COI, W-9, approved for property type)
- 4PM dispatches with confidence , no scrambling for documents at 4pm
Workflow 2
Onboarding a new property
- 1New property added to the portfolio
- 2PM sets required vendor document profile for the property type
- 3Existing approved vendors auto-carry their documents
- 4Property is ready for routine maintenance dispatching on day one
Workflow 3
Owner reporting
- 1Owner requests quarterly proof of property maintenance
- 2PM generates property report from KeepCert
- 3Report includes vendor proof, work order summaries, photos, and receipts
- 4Owner sees comprehensive documentation in one PDF
A look inside
See approved vendors and property status side-by-side.
FAQ
Common questions
How many properties can I manage?
Pro plan supports up to 30 properties. Elite plan supports unlimited.
Can I track which vendors are approved for which properties?
Yes. Vendors can be approved at the company level, then specifically for individual properties. Each property has its own approved vendor list.
What documents does KeepCert track for vendors?
COI, W-9, license, insurance, certifications, and any custom documents you require. Each vendor's profile shows current status, expirations, and required documents.
Can I attach photos and receipts to work orders?
Yes. Every maintenance request supports unlimited photos, receipts, invoices, and notes. AI auto-tags photos for searchability.
How do I share property files with owners?
Generate a clean property report or share a secure verification link. Owners see only what you choose to share.
What about preferred vendor lists?
Maintain a master vendor database with each vendor's documents and approval status. Filter by trade, by property eligibility, by location, or by current approval status.
Does KeepCert integrate with property management software?
Currently no direct integrations. Most property management software allows export , KeepCert handles document storage, compliance, and vendor records that property management software typically doesn't track well.
What's included in the free trial?
Full Pro access for 14 days. Add properties, vendors, documents, and use the platform fully during the trial.
Stop chasing vendor paperwork. Move faster on every request.
KeepCert gives property managers a single source of truth for vendor compliance, property documentation, and maintenance records , so you spend less time on paperwork and more time managing properties.