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Property managers · Vendor compliance
The vendor-compliance layer for people responsible for other people's properties.
Insurance, licensing, and lien exposure on your vendor roster, tracked before a lapse becomes your liability — built on the same compliance engine we run for California contractors.
Why it matters
An uninsured vendor gets hurt on a property you manage, and the exposure lands on you, not them. A paid subcontractor's own sub goes unpaid and files a mechanics lien anyway, because no one was tracking the preliminary-notice deadline. Most portfolios outgrow a spreadsheet quietly, one vendor at a time, until the gap shows up at the worst possible moment — a claim, an audit, or a sale.
How it works
One registry, run the same way every time.
Send your vendor roster
Every sub, trade, and service provider working your properties, however you track them today — spreadsheet, inbox, or nothing at all.
Certificates go into the registry
The same COI engine that runs insurance tracking for our construction clients, pointed at your vendor list instead of a general contractor's sub roster.
W-9 and license status get checked
By a person, today — this piece has no automation yet, and we say so rather than imply otherwise.
Expirations trigger a renewal-request draft
Before the lapse, not after — with time to actually get a certificate renewed.
Lien exposure gets registered and monitored
On your capital and turnover projects, against California's 20-day preliminary-notice and 90-day lien-deadline windows.
You get a standing compliance report
Current status of every vendor, one place — not a spreadsheet you have to maintain yourself.
The registry
The same discipline we run for public-works contractors.
Every vendor file runs the same checked, reconciled, held-back-if-something's-off standard as our compliance flagship — just pointed at a property manager's roster instead of a general contractor's.
Send your vendor rosterWhat you receive
The deliverables.
- Vendor COI import, monitoring, and renewal-request drafts
- Preliminary-notice and lien-deadline tracking, with drafts ready for review
- W-9 completeness and CSLB license-status verification (manual today)
- A standing vendor compliance report, one place, every cycle
- Your own DRE/business-license renewal calendar, tracked as a consulting add-on
- Every filing, check, and renewal request kept on record for audit or claim review
$199/mo base + $8/vendor/mo for the registry — or build your own bundle from COI tracking ($249/mo), liens & notices ($195/mo + $45/notice), and the registration & licensing calendar ($495/yr), roughly $485/mo combined before per-notice fees. These are two different pricing structures, not the same thing priced two ways — tell us your vendor count and we'll tell you which fits. Configure either in the engagement builder.
Pricing & scopeQuestions property managers ask
Frequently asked.
Do I have to replace my property-management software?
No. We don't touch AppFolio, Buildium, DoorLoop, or whatever you already run tenants and rent through. We track vendor insurance, licensing, and lien exposure — the layer none of those platforms handle as a first-class feature.
What if I only need insurance tracking, not the whole registry?
Then price it as COI tracking alone ($249/mo) instead of the bundled vendor registry. We'll tell you honestly which structure is cheaper for your vendor count before you sign anything.
Who actually serves a notice or files a lien?
We draft it and track every deadline. Serving a preliminary notice or filing a lien is prepared for your review but stays with you or your counsel to execute — by design, never automated.
Has this run for a real client yet?
The underlying engines — COI import and monitoring, lien-deadline tracking — are real, tested code already proven on the construction side of our business. The property-manager-specific packaging is newer; we say so plainly rather than borrow someone else's track record.
Is this legal or insurance advice?
No. We track and document; your insurance broker and legal counsel own the coverage and legal decisions. Aeternus Dynamics is not a law firm and does not provide legal advice.
Aeternus Dynamics uses AI-assisted tools to help prepare and check compliance documents; all deliverables are reviewed by a qualified human before submission or use. Aeternus Dynamics is not a law firm and does not provide legal advice. See our Terms & Disclosures.
Get your vendor roster off a spreadsheet.
Send your vendor list and we'll show you exactly what's current, what's expiring, and what's exposed — before you sign anything.
Email hello@aeternusdynamics.com