RealPage Guide: Configure Vendor Insurance Expiration Tracking

Set up vendor insurance expiration tracking in RealPage by turning on vendor compliance (insurance requirements), adding required policy types with expiration dates, linking those requirements to each vendor, then scheduling alerts and blocking payments (optional) when insurance is expired. If everything is already set up, verify alert timing, run the compliance report, and do a quick test by entering a near-expiring policy date.

 

Where to turn it on and where to work

 

• Go to Vendor Management (sometimes under AP or Procurement depending on your RealPage product).
• Open Vendor Compliance or Insurance Tracking.
• If you do not see it, it may be a permission or module issue. Ask your RealPage admin to enable the feature and grant access.

 

Configure insurance requirements (the rules)

 

• Create required insurance types (examples: General Liability, Workers’ Comp, Auto Liability, Umbrella).
• Set minimum coverage (the dollar limits) and whether a certificate of insurance (COI) upload is required.
• Set expiration required to “Yes” so the system forces an expiry date.
• Set grace period (how many days after expiration you still allow work or payment, if any).

 

Attach requirements to vendors (the actual tracking)

 

• Open a vendor record: Vendors > select vendor > Compliance/Insurance.
• Add each required policy type and enter:
  • Policy effective date (start date)
  • Policy expiration date (end date that triggers alerts)
  • Coverage amount
  • COI document upload (PDF/image)
• If vendors work across multiple properties, confirm whether compliance is tracked per vendor or per property, then fill the correct level.

 

Alerts, reminders, and optional payment blocks

 

• In Compliance Settings, set reminder timing (common: 60, 30, 15, 7 days before expiration).
• Choose recipients: vendor contact email, AP team, property manager.
• If available, enable hold payments or block new POs when status is “Expired” (use carefully to avoid stopping emergency work).

 

Common mistakes that break tracking

 

• Entering the COI upload but leaving expiration date blank (no alerts will fire).
• Using the wrong date format or swapping effective vs expiration.
• Requirements created globally, but not assigned to the vendor.
• Alerts configured, but users lack notification permissions or emails are not set on vendor contacts.

 

Test and validate (even if everything is already set)

 

• Pick one vendor and set an expiration date 10 days out; confirm the vendor shows “Expiring” status.
• Run the Vendor Compliance report and confirm it lists: vendor, policy type, expiration date, status.
• Check one alert recipient’s inbox and spam filter; confirm the sender domain is allowed.

 

When to contact RealPage support

 

• No compliance/insurance screens exist: likely module not enabled.
• Alerts never send even with correct dates: possible notification service or email configuration issue.
• Need automated holds tied to AP workflow: may require advanced configuration or product-specific setup.