COISoftware collects a certificate of insurance from every subcontracted cleaning crew and franchisee you send into a client building, reads each ACORD 25 with AI, checks general liability, workers compensation, commercial auto and the janitorial bond against what your contracts require, and confirms your client is named as additional insured. Built for US commercial cleaning and janitorial companies. Upload a COI above to see it read in seconds.
Last updated July 2026
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A subcontracted crew, a franchisee and a supplier carry different risk, so cleaning companies require different coverage by party. These are common starting points, not legal or insurance advice.
| Party type | Coverage commonly required | Why the cleaning company verifies it |
|---|---|---|
| Subcontracted cleaning crews | General liability, workers compensation, commercial auto, janitorial bond, client as additional insured | The crew works under your contract inside the client building, so its coverage protects your account |
| Franchisees and licensed locations | General liability, workers compensation, care custody and control, additional insured | A franchise location cleaning under your brand can put a claim on the parent without proper coverage |
| Specialty and restoration subcontractors | General liability with completed operations, pollution or mold coverage, workers compensation, umbrella | Floor stripping, mold and biohazard work carries exposure a general cleaning policy may not answer |
| Equipment and supply vendors | General liability, product liability, commercial auto | Vendors delivering chemicals and equipment to a client site carry their own product and auto exposure |
| Staffing agencies supplying cleaners | General liability, workers compensation, additional insured | Agency placed cleaners still work in the client building and need coverage that names your client |
Set requirements to your own client contracts, bond obligations and state law. Coverages shown are common starting points, not legal or insurance advice.
A commercial cleaning company lives on both sides of the certificate. Your office, medical and retail clients require you to carry coverage and name them as additional insured before you touch their building, and if you subcontract crews or run franchise locations, you are the one who has to prove every crew in every building carries the coverage your master contracts promise. That is a lot of certificates for a spreadsheet.
When you win a facilities contract and staff it with a subcontracted crew, that crew works under your name inside your client building. If they damage property or a worker is hurt and their coverage is short or lapsed, the claim and the contract breach land on your company, not theirs. Verifying every crew before they mobilize is what keeps that exposure downstream.
A standard general liability policy excludes damage to property in your care, custody and control, which is exactly the client desks, floors, equipment and fixtures your crews handle every night. Care, custody and control, sometimes written as a bailee endorsement, fills that gap, and it is one of the coverages a generic certificate check skips right past.
Commercial clients often require a janitorial or fidelity bond that pays them back if one of your cleaners steals from the premises. A bond is not liability insurance and does not appear the same way on an ACORD 25, so tracking that each crew and each contract carries the bond the client demanded is its own line item that is easy to lose.
A property manager, a hospital and a school district each require different limits and different additional insured language. Proving to each client that you and your crews meet their specific requirement, on their specific building, is repetitive checking that grows every time you win a new account.
Cleaning is a high turnover business, and subcontracted crews start, drop and renew coverage far more often than an annual vendor list. A certificate that was good when you onboarded a crew can lapse mid contract without anyone noticing until a client asks for current proof.
One crew on one contract is manageable by email. Twenty crews across fifty buildings, each with its own limits, bond and additional insured requirement, is where renewals slip and a client audit turns into a scramble through old attachments.
The certificate a crew sends when you onboard them is a snapshot from that day, not proof of coverage through the life of the contract. Confirming that every crew bought the right coverage, including the janitorial bond and care, custody and control, kept it current, and named the client as additional insured is repetitive, rules based work across a changing roster. That is exactly what software handles well. Certificate of insurance management software reads every certificate, checks it against each client contract, and flags anything short, expired or missing, so your account managers are not chasing PDFs the night before a walkthrough.
COISoftware reads every subcontractor and franchise certificate, checks it against each client contract, confirms the client is named as additional insured, and gives you one view of insurance compliance across every crew and every building.
Upload a certificate from a subcontracted crew, franchisee or supplier and the AI pulls the insurer, policy numbers, coverage types, limits, effective and expiration dates, and additional insured status, even from scans and phone photos.
Set the janitorial or fidelity bond and the care, custody and control coverage your clients require, and every certificate is checked for the coverage a cleaning contract actually needs, not just the general liability line.
See whether each client entity is named as additional insured on the crew policy, so the status your facilities contract requires is verified rather than assumed before a crew ever enters the building.
A hospital, an office tower and a school district each get their own limits and wording, and every crew assigned to that account is checked against the right rule automatically.
Track every crew and subcontractor across every account in one dashboard, filter by client or building, and hand any client a clean, current compliance record whenever they ask for proof.
When a crew certificate or bond is about to expire, COISoftware chases for a renewed COI automatically, so no crew is cleaning a client site on coverage that lapsed mid contract.
COISoftware reads the ACORD 25 and the broader certificate of liability insurance, then ties every certificate into full certificate of insurance management software and ongoing vendor insurance compliance tracking. When a certificate looks off, the same checks behind certificate of insurance verification flag it for review. Crews are verified the same way as subcontractor COI tracking for contractors, and if you clean for building owners, see how they track your COI in turn with COI tracking for facilities management.
Standing up insurance compliance for a new account follows the same four steps.
Enter the coverages, limits, janitorial bond and additional insured wording each client requires, and vary them by account so a hospital contract and an office contract each get the right rule. Set the care, custody and control coverage where the client demands it.
Tip: Copy the insurance exhibit straight from each facilities contract so the client requirement is tracked from day one.
Request a COI from each subcontracted crew and franchisee or upload the certificates you receive. The AI reads every one automatically, so staffing a new building does not turn into hours of manual data entry.
Each certificate is checked against the requirement for that account. Short limits, a missing janitorial bond, absent care, custody and control, and a missing additional insured endorsement are flagged before the crew is cleared to start.
Automated reminders chase any expiring certificate or bond on any account, so coverage stays current across a high turnover crew roster without an account manager tracking dates by hand.
Anyone responsible for proving that every crew in every building carries the coverage the client contract requires.
A cleaning company needs to know, before a crew mobilizes, that the crew carries general liability, workers compensation and the janitorial bond the client requires and names the client as additional insured. COISoftware turns each requirement into a live status, so account managers see a clear pass or flag instead of opening a stale certificate and hoping the limits still match the contract. Knowing what to require in the first place is covered in our guide to the insurance a cleaning company needs.
A janitorial franchisor verifies that every franchisee and licensed location carries coverage that protects the brand. The same dashboard tracks certificates and bonds by location, and crews are verified the same way as subcontractor COI tracking for contractors.
The team handing a client a compliance record at renewal is often the one holding the risk if a certificate is missing. To collect, verify and monitor every certificate in one place, pair this with vendor insurance compliance software, and if you are comparing platforms, our best COI tracking software roundup walks through the options honestly.
Most commercial cleaning companies carry general liability, workers compensation, and commercial auto, plus a janitorial or fidelity bond and care, custody and control coverage for damage to client property they handle. Larger firms add an umbrella and professional liability. Clients typically require a certificate of insurance and additional insured status before signing a contract.
A janitorial bond, a type of fidelity bond, reimburses a client if one of your cleaners steals money or property from their premises. It is separate from liability insurance and does not respond to accidents or damage. Commercial clients require it because your crews work in their space unsupervised, often after hours, and the bond protects them against employee theft.
Care, custody and control coverage, sometimes written as a bailee endorsement, pays for damage to client property that is in your physical control while you clean it. A standard general liability policy excludes that property, so a cleaner who ruins a client floor or breaks equipment they were handling may not be covered without this add on.
Yes. When you staff a client contract with a subcontracted crew, that crew works under your name, and if their coverage lapses or falls short during an incident the claim and the contract breach fall on your company. Verifying and tracking each crew certificate before and during the contract keeps that exposure with the subcontractor where it belongs.
You prove it with current certificates of insurance showing the required coverage, limits, bond and additional insured status for the crews on that account. COI tracking software keeps every certificate current and produces an audit ready record on demand, so you can answer a client walkthrough or audit without digging through old email attachments.
Pricing depends on how many crews, subcontractors and accounts you track and whether you want self serve software or a managed service. COISoftware lists transparent monthly pricing and offers a free tier, so a cleaning company can start reading and verifying crew certificates without a sales call. You can test it on your own certificates before paying anything.
Verify crew and subcontractor certificates before they mobilize.
Collect, verify and track every vendor COI in one place.
How the buildings you clean track your certificate in turn.
