COISoftware is a COI tracker that reads each certificate of insurance with AI, records the coverages, limits and expiration dates, checks them against the rules you set, and alerts you before any policy lapses. Instead of a spreadsheet and a folder of PDFs, you get one tracker that knows who is covered, who is short, and whose certificate expires next. Upload a COI above to watch the tracker read it.
Last updated June 2026
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What changes when a COI tracker reads and watches every certificate instead of a person keeping a spreadsheet current by hand.
| Tracking task | Spreadsheet tracker by hand | Automated COI tracker |
|---|---|---|
| Record the certificate | Someone opens each PDF and types the fields into a row | AI reads every field automatically, including scans and phone photos |
| Check coverage and limits | Compared by eye, easy to miss a short limit | Each certificate is checked against the rule you set for that vendor |
| Track expiration dates | Only caught if someone scans the dates that day | Every expiration tracked and surfaced before the policy lapses |
| Chase renewals | Manual emails with no record of who replied | Automated reminders to the vendor at 60, 30 and 15 days |
| Catch mid-term cancellations | Almost never noticed until a claim | Lapses and cancellations surfaced, not just annual renewals |
| See compliance at a glance | Scroll the sheet and hope it is current | One dashboard shows current, expiring and lapsed at a glance |
| Scale across vendors and sites | Breaks down past a few dozen rows | One tracker for every vendor, filtered by site, project or region |
Market pricing for a COI tracker generally runs from a few dollars per vendor per year for self-service software to more for full-service managed review. COISoftware lists transparent monthly pricing and offers a free tier.
A spreadsheet can hold a list of vendors and dates. It cannot read a certificate, confirm the coverage, or warn you the day before a policy lapses, and that is where a manual tracker breaks down.
A spreadsheet tracker only flags an expired policy if a person opens it and reads the dates that day. The moment that stops happening, certificates expire quietly and a vendor keeps working with no coverage on file.
A row can say a vendor carries general liability without anyone confirming the limit meets your requirement. A genuine certificate with a short limit looks fine in a tracker and fails you exactly when a claim arrives.
Every renewal means someone remembering to email the vendor, then remembering again when they do not reply. There is no record of who was asked or who actually sent a current certificate.
A policy can be cancelled months before its listed expiration date. A tracker that only watches renewal dates never catches a mid-term cancellation, so you carry an uninsured vendor without knowing it.
Typing limits, dates and policy numbers off a PDF into a spreadsheet is slow and error prone. One transposed limit or mistyped date and your tracker is wrong without anyone realizing.
Tracking ten certificates by hand is manageable. Tracking hundreds, across multiple sites, every renewal, against changing requirements, is not. The spreadsheet becomes the bottleneck instead of the system of record.
Tracking certificates of insurance is repetitive, date-driven, rule-based work, which is exactly what a software tracker does better than a person. Read each certificate, record the coverages and limits, check them against a requirement, watch the dates, and surface only what needs attention, on every certificate, automatically. If you are still working off a spreadsheet today, our certificate of insurance tracking spreadsheet guide gives you a usable template and shows where a manual tracker stops being enough.
COISoftware reads each certificate with AI, tracks it against your requirements, and watches the dates, so you always know who is covered without keeping a spreadsheet alive by hand.
Upload any certificate of insurance and the AI extracts the insurer, policy numbers, coverage types, limits, effective and expiration dates and additional insured status, even from scans and phone photos. No manual data entry into the tracker.
Every certificate is tracked for its expiration date automatically, so nothing slips past renewal. You see at a glance which policies are current, expiring soon or already lapsed.
Set your minimum limits and required coverages once. Every certificate is checked against the rule for that vendor and flagged the moment a limit is short or a coverage is missing.
Reminders go to the vendor at 60, 30 and 15 days before expiration, with a record of who was asked and who responded, so renewal chasing stops being a manual job.
Mid-term cancellations, expired dates and limits below your requirement are surfaced automatically, so a vendor that drops out of compliance is caught while the work is still going on.
Every vendor, every certificate and every status sits in one dashboard you can filter by site, project or trade, so compliance is something you read at a glance instead of reconstruct.
A COI tracker fits anywhere a person is currently tracking certificates in a file or spreadsheet. It reads the ACORD 25 and the broader certificate of liability insurance, then ties each tracked certificate into full certificate of insurance management software and ongoing COI compliance software. To confirm each certificate is real and adequate before the tracker watches it, see COI verification software.
Four steps replace the manual spreadsheet with an automated tracker that watches every certificate.
Enter the coverages, minimum limits and endorsements you require, by vendor type if they differ. This becomes the rule every certificate is tracked against.
Tip: Start with the limits written into your standard contract.
Drop in a PDF, a scan or a phone photo, or invite vendors to submit their certificates directly. The AI reads every field automatically, so there is no manual data entry.
Tip: You can forward certificates straight in by email.
Each certificate is recorded, checked against your rules and watched for its expiration date. Anything short, expired or missing a required coverage is flagged for you.
Tip: Only the exceptions need attention; compliant vendors track themselves.
Automated reminders chase renewals, mid-term cancellations are surfaced, and every certificate and check is stored with a date, so you can prove what was on file at any later point.
Tip: Pull the dated record straight into an audit or claim file.
Any team that has to track vendor, subcontractor or tenant insurance and cannot keep a spreadsheet current by hand.
Teams tracking vendor and tenant certificates across many buildings need every policy watched, not just filed. COISoftware tracks each certificate and flags lapses across the whole portfolio, and the COI tracking for property management page covers that workflow in full.
General contractors tracking subcontractor insurance cannot let a crew mobilize on an expired certificate. The tracker watches every subcontractor certificate against the trade requirement, the same way our subcontractor COI tracking page describes.
Risk and procurement teams accountable for third-party coverage need every certificate tracked with proof. COISoftware records and checks each certificate and stores a dated result, feeding the full vendor insurance compliance software workflow.
A COI tracker is a tool that records every certificate of insurance you collect from vendors, subcontractors or tenants and watches each one for coverage and expiration. A modern COI tracker reads each certificate with AI, checks the coverages and limits against the rules you set, tracks the expiration date, and alerts you before a policy lapses, so you always know who is covered instead of keeping a spreadsheet current by hand.
You set your required coverages and minimum limits once, then upload or collect certificates from your vendors. The tracker reads every field with AI, records it, checks it against your rules, and tracks each expiration date. It sends automated renewal reminders, surfaces mid-term cancellations and short limits, and stores each certificate with a dated history. Clean certificates track themselves and only the exceptions need a person.
A spreadsheet works as a COI tracker only at low volume with a disciplined owner. It can hold vendors, dates and limits, but it cannot read a certificate, confirm the coverage meets your requirement, or warn you before a policy lapses. Once you pass roughly 20 to 30 vendors or start missing renewals, a software tracker that reads and watches each certificate pays for itself by catching the lapse a spreadsheet hides.
There is no real difference; COI tracker is the everyday name for COI tracking software. Both describe a tool that collects certificates of insurance, reads the coverage and limits, tracks expiration dates and flags vendors that fall out of compliance. People search for a COI tracker when they want the tool itself, and for COI tracking software when they are comparing platforms, but they are looking for the same thing.
Yes, and this is where a manual tracker fails most often. A policy can be cancelled months before its listed expiration date, so a tracker that only watches renewal dates never notices. COISoftware surfaces mid-term cancellations and lapses, not just annual renewals, and re-checks each new certificate against your rules, so a vendor that drops below requirement is caught while the work is still going on.
A good COI tracker checks both. Tracking only expiration dates misses the genuine certificate that carries a limit below your requirement. COISoftware compares each certificate against the minimum limits and required coverages you set and flags anything short or missing, including additional insured and waiver of subrogation wording, so a real-looking certificate with a coverage gap does not slip through.
Pricing depends on how many vendors you track and whether you want self-serve software or a managed service, with market pricing generally running from a few dollars per vendor per year for self-service to more for full-service review. COISoftware lists transparent monthly pricing and offers a free tier, so you can start tracking certificates against your requirements without a sales call and test it on your own COIs before paying anything.
