COISoftware collects a certificate of insurance from every vendor and contractor working in your buildings, reads each ACORD 25 with AI, checks the coverage against your requirements, and alerts you before any COI expires. Built for US facilities management teams that carry the risk when a vendor on site is underinsured. Upload a COI above to see it read in seconds.
Last updated June 2026
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Different facility trades carry different risk, so the coverage you require changes with the vendor. These are common starting points, not legal or insurance advice.
| Facility vendor | Coverage usually required | Why it matters |
|---|---|---|
| HVAC and mechanical contractors | General liability, workers comp, auto | Work on building systems in occupied space carries injury and property damage risk |
| Elevator and escalator service | General liability, workers comp, completed operations | A service error can cause serious bodily injury and ongoing liability |
| Janitorial and cleaning | General liability, workers comp | Daily access means recurring slip, fall and property damage exposure |
| Fire, life safety and security | General liability, professional liability, workers comp | A missed inspection or system failure carries professional liability |
| Landscaping, grounds and snow removal | General liability, workers comp, auto | Outdoor work and equipment create third-party injury and slip risk |
| Construction and tenant improvement | GL, workers comp, auto, umbrella, additional insured | Higher-risk work needs higher limits and the owner named as additional insured |
Set requirements to your own contracts and state law. Limits and coverages shown are common starting points, not legal or insurance advice.
A facilities team can be responsible for the vendors behind every building system across many sites. Tracking each certificate by hand is where the exposure creeps in.
HVAC, elevators, janitorial, security, fire and life safety, landscaping, waste and pest control each come from a different vendor with its own policy and renewal date. Tracking all of them in a spreadsheet means something always slips.
Maintenance and contractor work happens around tenants, staff and the public. If an underinsured vendor causes an injury or damage on site, the claim can fall back on the owner and the facilities team that was supposed to verify coverage.
One building is manageable by hand. A regional or national facilities team covering dozens of sites, each with its own vendor roster and renewal calendar, cannot keep that current in a spreadsheet.
A certificate can be genuine and still fall short of what your master service agreement requires, whether that is a low general liability limit, missing professional liability for a specialized trade, or no umbrella on higher-risk work.
Facilities contracts usually require the building owner and the management company named as additional insured. A checked box on the COI is not the endorsement, and the gap only surfaces when a claim is denied.
Inbox reminders and a shared spreadsheet catch a lapsed policy only after someone notices, which is often after the vendor has already worked uninsured on the site.
Facilities teams sit between the building owner and a large vendor base, and the liability for an underinsured vendor on site tends to flow to them. The work itself, reading each COI, checking it against the service agreement, and watching every renewal date, is repetitive and rules-based, which is exactly what software does well. Certificate of insurance management software reads every certificate, checks it against your rules, and flags anything that expires or comes up short, across every site at once.
COISoftware reads every facility vendor certificate, checks it against your service agreement requirements, and watches the renewal dates across your whole portfolio of sites.
Upload a certificate from any HVAC, janitorial, elevator, security or specialty vendor 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.
Group certificates by building, region, vendor or trade so you can see compliance for one facility or the entire portfolio at a glance.
Set the limits and required coverages your master service agreements demand. Every certificate is checked and flagged the moment a limit is short or a coverage is missing.
See whether the owner and the management company are named as additional insured, so a required endorsement is confirmed and not just assumed from a ticked box.
Automated reminders at 60, 30 and 15 days mean a lapsing vendor policy is caught before the coverage gap, not after an incident on site.
Every certificate, its extracted data and its compliance status are stored together, so you can show an owner, insurer or auditor exactly what was covered at any site on any date.
COISoftware reads the ACORD 25 and the broader certificate of liability insurance, then ties each certificate into full certificate of insurance management software and ongoing vendor insurance compliance tracking. If a vendor COI looks off, the same checks behind certificate of insurance verification flag it for a closer look.
From onboarding a new vendor to keeping every site compliant, the workflow is the same four steps.
Enter the coverages and limits your master service agreements require, including additional insured wording for the owner and management company. Different requirements by trade or site are fine.
Tip: Start from your strictest client or owner contract so every site clears the same bar.
Request a COI from each facility vendor, or upload the ones you already have. The AI reads every certificate automatically, so there is no manual data entry as the vendor base grows.
Each certificate is checked against the requirement for that trade. Short limits, missing coverages and absent additional insured endorsements are flagged before the vendor is cleared to work in the building.
Automated reminders track each expiration date and chase renewals before coverage lapses, so the whole portfolio stays compliant without a manual calendar per building.
Any team responsible for proving that the vendors working in their buildings carry real, current coverage.
Whether you run in-house facilities for a single campus or a third-party services contract across many sites, every vendor that touches the building is an exposure until you have confirmed their coverage. COISoftware keeps each site compliant and gives you a single view across the whole portfolio, so a missed certificate at one location does not become a claim at the owner expense.
A single occupier managing its own offices still hires cleaners, mechanical contractors, security and movers, each of which needs current coverage with the company named as additional insured. Centralized tracking removes the spreadsheet and the missed renewals that come with a lean workplace team.
Regulated and high-traffic environments carry more vendors and more scrutiny, so proof of coverage has to be ready on demand. To collect, verify and monitor every certificate in one place, pair this with vendor insurance compliance software. Facilities teams that also manage buildings for owners often run it alongside COI tracking for property management, and those overseeing build-outs pair it with subcontractor COI tracking. If you are comparing platforms, our best COI tracking software roundup walks through the options honestly.
COI tracking is the process of collecting, verifying and monitoring certificates of insurance from the vendors and contractors who work in your buildings. It confirms each one carries the coverage your service agreements require, names the owner and management company as additional insured where needed, and watches every expiration date so no vendor works on site without current coverage.
Facilities managers require COIs so that an accident, injury or property damage caused by a vendor on site is covered by the vendor insurer rather than the building owner. A current certificate is also documentary proof of coverage if a claim, audit or lawsuit later questions whether insurance was in place when the work happened.
Most facilities teams require commercial general liability, workers compensation and commercial auto from vendors, with professional liability for specialized trades like elevator and fire and life safety, and umbrella coverage for higher-risk construction. They also require the owner and management company named as additional insured. Set the exact limits to your service agreement and state law.
Smaller operations track COIs in a spreadsheet, but most facilities teams move to COI tracking software once they manage multiple sites or trades. Software reads each certificate, checks the coverage against requirements, organizes it by site and vendor, and sends automated renewal reminders, which removes the manual entry and the missed expirations that spreadsheets invite.
If a vendor certificate expires and the policy is not renewed, any accident or damage during the gap may not be covered, leaving the owner and facilities team exposed to the claim. COISoftware sends reminders at 60, 30 and 15 days before expiration and flags lapsed certificates, so you can pause the work or chase the renewal before the gap becomes a loss.
If an uninsured or underinsured vendor causes injury or damage on site, the claim can fall back on the building owner and the facilities or management company responsible for vetting the vendor. That is why facilities teams verify a valid, adequate certificate of insurance before any vendor is allowed to work in the building, and keep it current through every renewal.
Across many sites the challenge is volume and visibility: each location has its own vendors and renewal dates, so a manual approach loses track of who is covered where. COI tracking software groups certificates by site and trade, checks each against your requirements, and gives one dashboard for the whole portfolio, so a regional team can confirm compliance everywhere at once.
Collect, verify and track vendor COIs in one place.
Read ACORD 25 data, verify coverage and track every COI expiration.
Track vendor and tenant COIs across a property portfolio.
