COI and W-9 basics for commercial cleaning contracts

Commercial clients often need paperwork before a crew can enter the building or an invoice can be paid. Two common requests are a Certificate of Insurance, usually called a COI, and a W-9.

What each document is for

A COI shows the insurance coverage carried by your business. A W-9 gives the client the tax information they need to report payments correctly. Requirements vary by client and contract, so confirm the exact limits, wording, and renewal dates with the property manager and your insurance or tax professional.

What to track

• The client or property that requested the document.
• The current file and the date it expires.
• Any additional-insured wording or contract requirement.
• Who needs the renewed copy and when they need it.

Keep the paperwork close to the account

Cleanly lets you keep business and client documents with the records that need them. The goal is simple: when a property manager asks, you know what is current and where to find it.