Every Lease, Permit, and Inspection —Organized Automatically.
FileFlo tracks vendor COIs, fire inspections, elevator certifications, contractor compliance, and lease documents across all your properties. AI classifies documents, sends expiration alerts, and generates audit binders. No more spreadsheets. No more surprises.
The Moments That Keep Property Managers Up at Night
These scenarios happen to real property managers every week. FileFlo eliminates all of them.
Your contractor's COI expired 3 months ago. You just found out.
The fire marshal is here. Where are the inspection records?
A tenant's lease expired and nobody noticed. They've been month-to-month for 6 months.
A Day in the Life: Without FileFlo vs. With FileFlo
Real scenarios from property management operations
Without FileFlo
Email from contractor asking for site access
You check the spreadsheet — their COI looks current (last updated 4 months ago)
Fire marshal arrives for surprise inspection
20 minutes searching emails and folders for inspection records
Tenant calls about lease renewal
You didn't know the lease was expiring — scramble to pull the terms
Elevator cert notice arrives
You add it to the spreadsheet (which is already 15 tabs deep)
You spent 2+ hours on compliance admin. Two things fell through the cracks. You're not sure what else you're missing.
With FileFlo
Contractor requests access
FileFlo shows their COI is current — verified automatically last week
Fire marshal arrives
Generate complete inspection binder in 30 seconds — 3 years of records, indexed
FileFlo alert: lease expiring in 60 days
You already knew — renewal conversation scheduled for next week
Elevator cert uploaded by vendor
AI auto-classifies it, extracts expiration date, updates the record
Zero compliance surprises. Zero scrambling. Every document tracked automatically. You focused on managing properties, not managing paperwork.
"Game-Changer for Property Managers"
That's what Neil C. wrote in his verified G2 review after 4 months on FileFlo (https://www.g2.com/products/fileflo/reviews). The 30/14/7-day expiration alerts saved him from multiple close calls. $299/mo Professional covers unlimited users and unlimited properties — less than the legal-defense retainer for one slip-and-fall.
Built for Property Management Compliance
Every document type, every property, every vendor — in one place.
COI Tracking & Verification
Track vendor certificates of insurance across all properties. Know instantly when a COI expires or coverage drops below your requirements.
- Auto-extract insurance company, policy number, coverage amounts, and expiration dates
- 30/14/7-day alerts before any COI expires
- Flag coverage gaps (below your minimum requirements)
- Vendor compliance dashboard — see all vendor statuses at a glance
Inspection & Permit Tracking
Track fire inspections, elevator certifications, building permits, and health department inspections across all properties.
- Auto-classify inspection types (fire, elevator, health, building)
- Track inspection schedules by property and jurisdiction
- Store historical inspection records for audit
- Alert when inspections are due or overdue
Lease Document Management
Track lease expirations, renewal windows, and key dates across your entire portfolio.
- 90/60/30-day alerts for upcoming lease expirations
- Extract key terms, dates, and renewal clauses from lease documents
- Track amendments and addenda alongside original leases
- Portfolio-wide view of all upcoming expirations
Contractor Compliance
Track contractor licenses, certifications, insurance, and training records before they work on your properties.
- Contractor onboarding checklist — ensure all docs are current before access
- Track state licenses, trade certifications, and bonding
- Monitor subcontractor compliance alongside prime contractors
- Generate contractor compliance reports for property owners
Real Results for Property Managers
Based on property management companies using FileFlo
Saved Per Week
On compliance admin and document chasing
COI Coverage
No more expired vendor insurance slipping through
Liability Prevented
From expired COIs and missed inspections
Audit Binder
Complete inspection history, on demand
Quick Reality Check
Answer honestly. Every "no" is a potential violation.
Do you know which vendor COIs are expiring in the next 30 days?
Could you produce 3 years of fire inspection records in under a minute?
Are you tracking elevator certifications in a spreadsheet?
Do you know which leases are up for renewal next quarter?
When was the last time a contractor worked on your property with expired insurance?
If you answered "no" to even one, you're at risk.
Related Solutions
Multi-Site Operations
Track compliance across all your properties from one dashboard.
- Per-property compliance scores
- Centralized vendor management
- Portfolio-wide reporting
Vendor Management
Onboard and monitor every vendor's compliance documentation.
- COI verification
- License tracking
- Insurance monitoring
Residential Management
Lease tracking, inspection management, and vendor compliance for residential properties.
- Lease expiration alerts
- Inspection scheduling
- Maintenance vendor compliance
Want to see it first?
Try the Interactive Demo
Walk through real compliance scenarios. 2 minutes, no signup.
“Game-Changer for Property Managers. The alerts 30, 14, and 7 days before things expire have already saved me from a couple of close calls. For the price, it feels like a steal compared to hiring someone or dealing with the stress and potential fines.”
Neil C.
Manager — Property Management
“Quick Onboarding, AI-Powered Compliance Tracking That Delivers Clear ROI. The real-time dashboard makes it easy to check compliance status at a glance, and the automated alerts have reduced our admin work and made collaboration across branches smoother.”
Marlon U.
Operations Manager — Small Business
Stop Managing Compliance in Spreadsheets
$299/month. Unlimited properties. Unlimited vendors. 5-day free trial. No credit card required. Set up in under 2 hours.
5-day free trial · Cancel anytime · $299/month after trial
Free: 12-page Property Manager COI Tracking Template + Disclosure Checklist
Vendor COI tracking spreadsheet template, lead paint/mold disclosure templates, Section 8 documentation checklist.
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