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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, tracked on the same certificate-of-insurance and lien-deadline discipline this firm applies to California public-works compliance.
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
A single vendor registry
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
Every certificate is imported, watched for expiry, and chased with a renewal request before it lapses, across your whole vendor list.
W-9 and license status get checked
By a person, on every vendor: W-9 completeness and CSLB license status, checked and dated.
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 standard on every roster
Every vendor file runs the same checked, reconciled, held-back-if-something's-off standard as the public-works compliance work, just pointed at a property manager's roster instead of a general contractor's.
Send your vendor rosterWhat you receive
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 (checked by a person)
- 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
$575 per month for 1 to 10 vendors, $875 for 11 to 25, $1,375 for 26 to 50, and $1,375 plus $22 per vendor per month above 50 for the full registry: insurance, licensing, and lien-deadline tracking together, priced by vendor count. Want just preliminary-notice and lien-deadline tracking without the full registry? That runs separately at $195 per month plus $45 per notice. The registration & licensing calendar is $495 per year on its own. Configure any of these in the engagement builder.
Pricing & scopeQuestions property managers ask
Common questions
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?
Insurance tracking isn't sold as a separate line anymore. It's included in the vendor-compliance registry above at no extra charge, priced by vendor count starting at $575 a month. If lien-deadline tracking alone is all you need, that's still available separately at $195 a month plus $45 per notice.
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.
What is actually checked on my vendor roster?
Certificates of insurance are imported and watched for expiry, and lien deadlines are computed under Civil Code §§8200, 8204, 8412 and 8414. We will tell you which parts of any deliverable a machine checked and which a person did, every time.
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.
What we are not, stated plainly
Aeternus Dynamics LLC holds no CSLB contractor license. Nothing on this page is an offer or advertisement to perform construction, repair, improvement, or the supervision of means and methods, and none of it may be read that way (Business and Professions Code §§7027.1, 7028). Every service described here is documentation, verification, monitoring, review, or preparation on your vendor roster. The vendors themselves are licensed and insured in their own right and contract directly with you.
On work we perform for you, you remain the party of record: we never sign as your contractor of record, never perform, direct, schedule, or supervise any physical work, and are never a party to your contract with a vendor. We never hold or disburse payment for vendor work. We do not opine on whether an insurance policy is adequate; that is your broker’s job. We do not place or broker bonds. We do not file, serve, or enforce a lien: we track the statutory deadlines and prepare preliminary notices and releases for you or your counsel to execute. We do not represent you before any agency and we do not issue legal conclusions.
On its own contracts, Aeternus Dynamics does bid and contract directly with public agencies as bidder of record, for the services it lawfully performs, which are compliance administration, documentation, verification, monitoring, and consulting. It is a California minority-owned limited liability company. The line is construction, not bidding: without a CSLB license, construction, repair, improvement, and the supervision of means and methods are outside its scope for every buyer, public or private.
Aeternus Dynamics is a compliance and advisory firm, not a law firm, not a CPA firm, not an insurance producer, and not an engineering firm. Nothing here is legal advice. Our full scope limits are in the Terms & Disclosures, which form part of every engagement.
Start with your vendor roster
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