COISoftware is COI software for US businesses that have to prove their vendors, subcontractors and tenants carry the insurance their contracts require. It reads each certificate with AI, verifies the coverage against the rules you set, and chases the renewal before it lapses. Upload a COI above to see it read in seconds.
Last updated July 2026
Upload your certificates of insurance
Drop files here or click to upload
Up to 50 files
Uploading...
The three ways US teams handle certificates of insurance, and what each one actually does.
| Capability | Spreadsheet and inbox | Managed service | COISoftware |
|---|---|---|---|
| Reads certificates | No, a person types every field | Yes, analysts key them | Yes, AI reads each COI in seconds |
| Verifies limits and endorsements | No, checked by eye if at all | Yes, credentialed reviewers | Yes, automatically against your rules |
| Chases renewals | No, you remember or you miss it | Yes, the service chases | Yes, automated reminders and requests |
| Live compliance status | No, built by hand each time | Reported on their schedule | Yes, one dashboard, always current |
| Typical cost | Cheap, with hidden labor cost | Roughly 10 to 30 dollars per vendor per year | Published monthly plans and a free tier |
| Annual minimum | None | Common, often 7,500 dollars or more | None |
| Time to start | Immediate, manual forever | Weeks of onboarding | Minutes, upload a COI and go |
A managed service is a legitimate answer at high volume when nobody on your team can own certificate exceptions. You are buying labor rather than software, and the pricing reflects it.
COI software exists because storing a certificate and knowing coverage is good are two completely different things. The first is a folder. The second is work that repeats for every vendor, every year, forever.
An ACORD 25 scatters general liability, auto, umbrella and workers compensation limits across the page, with endorsement language buried in the description of operations box. Someone opens each PDF and types the numbers out.
A stored file will not tell you the general liability limit came in at 500,000 dollars when your contract requires a million, or that the additional insured endorsement your lease demands was never added.
No system emails a vendor when a policy is about to expire. Coverage gaps open quietly, and they are usually discovered when a claim lands inside one.
When a client, insurer or auditor asks, the answer is assembled by hand from email, folders and a spreadsheet the team half trusts.
A COI is a PDF. Limits, dates and endorsement wording can be edited, and altered certificates circulate most often when a vendor is short on coverage.
A process that just about holds at fifty certificates does not hold at five hundred. Manual effort scales one to one with vendor count.
Buyers search for this category under a lot of names. COI software, COI tracking system, COI management software and COI tracking solution all describe the same job: turn a pile of certificates into a compliance status you can prove. What separates the products is not the label but how much of the reading, judging and chasing the software does for you rather than handing back to a person.
Five capabilities separate real COI software from a document store with a date field. Anything missing one of them puts that work back on your team.
Upload or forward a COI and the AI pulls the insurer, policy numbers, coverage types, limits, effective and expiration dates and additional insured status, including from scans and phone photos, with no template setup.
Set your minimum limits and required endorsements once. Every certificate is checked automatically, and a short limit or a missing waiver of subrogation is flagged the moment it arrives.
Reminders go out before a policy expires and the vendor is asked for a renewed certificate, so coverage stays current without anyone watching a calendar.
One searchable dashboard covering every vendor, requirement and certificate, so who is compliant right now is a click rather than an audit.
Produce a current compliance report in Excel or PDF the moment a client, insurer, lender or auditor asks for evidence.
Export to Excel and CSV, or use the API and webhooks to keep your vendor list in sync with the accounting or project system that already holds it.
The same engine reads the ACORD 25 and the wider certificate of insurance formats, then feeds COI compliance software scoring, COI verification checks and the COI renewal tracking workflow. If you are weighing products by name, our best COI tracking software roundup compares the leading platforms honestly, including where each one beats us, and how to choose COI tracking software walks the evaluation criterion by criterion.
Four steps from a folder of PDFs to a compliance status you can prove.
Enter the coverages, minimum limits and endorsements each vendor type must carry. Vary the rule by trade so a landscaper and a roofing contractor are held to the right standard rather than the same one.
Tip: Copy the insurance requirements straight out of your contract or lease so the rule matches what you actually agreed.
Request a COI from each vendor or forward the ones already arriving. The AI reads each one automatically, so onboarding never becomes manual data entry.
Each certificate is checked against the requirement for that vendor. Short limits, missing additional insured status and expired policies are flagged before anyone is cleared to work.
Automated reminders chase expiring certificates, the dashboard stays current, and an audit-ready export is one click away whenever proof is requested.
Any US business accountable for proving that the third parties it works with carry the coverage their contracts require.
A risk manager enforcing insurance requirements across hundreds of counterparties needs each requirement to resolve to a live pass or flag. That way the team works exceptions rather than retyping certificates, and the answer to who is covered is never more than a click away.
Property managers track tenant and vendor certificates against lease requirements through COI tracking for property management, while general contractors verify coverage before site access with subcontractor COI tracking. Both share the same underlying problem: an uninsured third party is your exposure, not theirs.
Controllers and AP managers often inherit vendor compliance because they already own the vendor file. Accounting systems do not track certificates, which is why COI tracking alongside QuickBooks is a common setup: payments stay in the accounting system and the proof of coverage lives where it can actually be verified. Collecting and checking every vendor certificate in one place is covered by vendor insurance compliance software.
COI software collects certificates of insurance from vendors, subcontractors and tenants, reads the coverage data automatically, checks it against the requirements you set, tracks expiration dates and chases renewals. It replaces the spreadsheet and shared inbox with a live record of who carries the coverage their contract requires.
In practice they describe the same category, and vendors use the terms interchangeably. Tracking sometimes implies only monitoring expiration dates, while COI software more often covers the full workflow: intake, reading each certificate, verifying limits and endorsements, chasing renewals and reporting compliance.
Across the US market, self-service platforms run roughly 3 to 10 dollars per vendor per year, full-service options 10 to 30, and enterprise deployments reach five and six figures. Many carry annual minimums of 7,500 dollars or more plus an implementation fee. COISoftware publishes monthly pricing with a free tier and no per-vendor minimum.
Automatic certificate reading, rules-based verification of limits and endorsements, expiration tracking with automated renewal chasing, a central repository with a live compliance dashboard, and one-click audit-ready reporting. Without the first two, the software stores documents but leaves the actual compliance work with your team.
A spreadsheet is genuinely fine for a handful of long-standing vendors with low exposure. It stops working when the reading becomes the bottleneck, usually somewhere past 20 to 30 active vendors, or when a contract makes you prove enforcement. A spreadsheet stores what you type and verifies nothing.
It depends on volume, budget and whether you want software or a managed service. Compare extraction accuracy on your own messy certificates first, since that single test separates platforms faster than any demo. Our best COI tracking software roundup compares the leading options honestly, including where each competitor wins.
QuickBooks has no native certificate of insurance tracking, so COI software runs alongside it rather than inside it. Vendor records and payments stay in QuickBooks while the COI platform handles collection, verification, renewal chasing and reporting. Most platforms sync the vendor list so the two do not drift apart.
