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COI tracking services take the job of tracking certificates of insurance off your team: collecting them, reading them, verifying coverage and chasing renewals. You can buy that outcome two ways: an outsourced service where an outside team does the work, or self-service software that automates it for you. This page compares both honestly so you can pick the right model. Upload a certificate above to see the AI extraction that powers the software route.
Two ways to get certificate of insurance tracking done, side by side, so you can match the model to how your team works and what you want to spend.
Market pricing summarized from public 2026 sources: self-service COI platforms run roughly $3 to $10 per vendor per year, full-service tracking $10 to $30, enterprise higher. Confirm current pricing with any provider. Last verified July 2026.
Certificate of insurance tracking is real, recurring work. When it outgrows a spreadsheet and a busy coordinator, teams start searching for a service or company to take it over.
Certificate tracking gets squeezed between everyone's real job, so renewals slip and coverage lapses until a claim exposes the gap.
Hundreds or thousands of vendors, each with a renewal date, is more than one person can chase by hand without missing some.
Reading limits, additional insured wording and endorsements off an ACORD 25 correctly takes knowledge most teams do not have to spare.
A certificate filed at onboarding says nothing about a policy that gets cancelled three months later, and manual tracking never catches it.
When a client, insurer or auditor asks for proof of vendor compliance, scrambling through email and folders is slow and looks unprofessional.
An uninsured subcontractor can be reclassified onto your workers compensation audit, and an uncovered claim lands on your policy instead of theirs.
There are two honest answers to this problem. One is to outsource it to a certificate of insurance tracking service, where an outside team collects certificates, reviews them against your requirements, chases vendors for corrections and renewals, and reports status back to you. The other is to use software that does the same steps automatically, so your own team stays in control without doing the manual labor. Which is right depends on whether you would rather pay a service to own the work or run a fast, automated process yourself. The comparison above lays out the trade-off; the sections below explain the software route, which most teams find is faster and cheaper once the tracking is automated.
Software gives you what a COI tracking service gives you, the certificates collected, read, verified and renewed on time, without a per-vendor managed-service price or a queue.
AI reads the insurer, policy numbers, coverages, limits, dates and additional insured status off every ACORD 25, even scans and phone photos, so nothing is retyped by hand.
Every certificate is checked against the minimum limits and required endorsements you set, and anything short is flagged the moment it arrives, the same check a service team does by hand.
Automated reminders go out at 60, 30 and 15 days before a policy expires, so renewals are collected before coverage drops, without a coordinator sending emails.
See exactly who is compliant, expiring or lapsed in one place, instead of waiting for a service to send a status report.
Export a clean compliance report to Excel or CSV the instant a client, insurer or auditor asks for proof of vendor coverage.
Load your entire vendor list at once and wire certificates into your onboarding portal, so scale never becomes a reason to hire out the work.
The result is the outcome a COI tracking service promises, delivered by software you control. For the full feature picture, see our certificate of insurance tracking software and certificate of insurance management software pages, or read how the compliance scoring works in COI compliance software or how the whole workflow runs hands-free with COI automation software. If you are weighing specific managed-service providers, our honest best COI tracking software roundup compares myCOI, Certificial, TrustLayer and others, and we cover the biggest names head to head as a myCOI (now illumend) alternative and a Jones COI tracking alternative. For the construction-focused outsourced model specifically, see our Paladin insurance certificate tracking alternative comparison.
The same three steps a service performs, automated so your team runs them in minutes.
Upload or forward your vendors' COIs, or bulk-import your whole list. Each ACORD 25 is read automatically, so nothing is entered by hand.
Tip: Batch-upload your current vendor list to get an instant compliance baseline.
Define the minimum limits and required endorsements each vendor or project must carry. Every certificate is checked against those rules on upload and at renewal.
Watch your live dashboard while automated reminders collect renewals and coverage verification flags anything short, exactly what a service team would do, without the wait.
The same teams that hire outsourced COI tracking companies run the software route instead, and get faster status at a lower price.
Property managers and real estate owners track tenant, vendor and contractor certificates across many buildings. Instead of paying a service per vendor, they run it in COI tracking for property management and see every property's compliance in one dashboard.
General contractors and their risk teams verify subcontractor insurance before work starts and keep it current through the job. The software handles the volume that pushes teams toward a service, covered in subcontractor COI tracking.
Facilities, franchise, healthcare and logistics teams all track vendor COIs at scale. Rather than hand the work to a certificate of insurance tracking company, they automate collection, verification and renewal chasing and keep control of the data. However you get there, the goal is the same: no lapsed coverage, every certificate verified, and a report ready when someone asks for proof.
The honest test is turnaround and price. A managed COI tracking service can be the right call for a team with the budget and a preference to hand the work off completely. For most teams that want the same result faster and cheaper, software that reads and verifies certificates automatically and reminds you what to collect is the better fit. Try it on your own certificates using the uploader above before you sign a service contract.
Searches for certificate of insurance tracking companies usually turn up three different business models sold under one label, which is why the quotes come back so far apart. Full-service tracking companies put credentialed reviewers on your account and handle vendor chasing for you: CertFocus (Vertikal RMS), SmartCompliance and BCS all sell this way and publish per-vendor rates. myCOI, which now trades as illumend, has moved to an AI-native model where its Lumie engine reviews and chases, sells more human oversight as an add-on and quotes every deal. Vendor-pay credentialing networks flip the bill onto your vendors instead: Compliance Depot from RealPage, ISNetworld and Avetta charge the contractor an annual membership and charge you separately for access, which is compared in detail at ISNetworld vs Avetta. Software platforms sell you the tool and leave the work automated rather than staffed: TrustLayer, Certificial, Evident and COISoftware sit here.
About half of the insurance tracking companies across those groups publish a price, and most of those that do are software platforms. The full field, with what each one actually charges and which ones stay quote-only, is broken out in COI tracking software pricing and ranked in our best COI tracking software roundup. The choice between the three models comes down to one question: do you want to pay staff to read certificates, make your vendors pay to be verified, or automate the reading yourself.
They fall into three groups. Full-service tracking companies such as CertFocus, SmartCompliance and BCS staff the review work and charge per vendor, while myCOI, now illumend, has moved to AI-led review sold by quote. Vendor-pay networks such as Compliance Depot, ISNetworld and Avetta charge your contractors an annual membership and bill you separately for access. Software platforms such as TrustLayer, Certificial, Evident and COISoftware automate the reading and verification instead of staffing it.
About half of them publish a rate and the rest quote. Across the category, self-service platforms tend to land around $3 to $10 per vendor per year and full-service tracking runs materially higher. Evident lists $15 and $25 per vendor per year, BCS $0.95 per vendor per month self-service, Certificial $99 a month on Professional, and COISoftware $49 and $149 a month, while myCOI, Jones, Avetta and ISNetworld quote. Full-service providers frequently carry an annual minimum and a separate implementation fee, so ask for both figures before comparing anything.
A COI tracking service collects certificates of insurance from your vendors, reviews each one against your required limits and endorsements, chases vendors for corrections and renewals, and reports compliance status back to you. You can buy this as an outsourced managed service where an outside team does the work, or as software that automates the same steps so your own team stays in control.
Outsourcing suits teams that want to hand the work off entirely and have budget for per-vendor managed-service pricing. Software suits teams that want the same outcome faster and cheaper while keeping control of their data. Software reads and verifies each certificate the moment it arrives, with no service-team queue, so most teams find it the better fit once tracking is automated.
Across the market, self-service COI software runs roughly $3 to $10 per vendor per year, full-service outsourced tracking $10 to $30, and enterprise deployments reach five and six figures annually. Managed services usually quote custom pricing. COISoftware uses transparent monthly pricing with a free 10-document demo and no per-vendor minimums, so you can test it at no cost.
Certificate of insurance tracking companies handle the full certificate lifecycle: collecting COIs from vendors, reading the ACORD 25, verifying coverage against your requirements, flagging deficiencies, chasing renewals before policies expire, and keeping an audit-ready record. Software delivers the same lifecycle automatically, which is why many teams choose it over an outsourced company.
For most teams, yes. Software automates the collection, reading, verification and renewal chasing that a service performs by hand, and does it instantly rather than in a queue. A managed service still makes sense for teams that specifically want to outsource the labor and have budget for it, but software gives you the same compliance outcome while you keep control and pay less.
Bulk-import your current vendor list, set your required limits and endorsements once, and upload or forward existing certificates. The software reads each one, checks it against your rules, and shows you an instant compliance baseline. From there it reminds you about renewals automatically. Most teams are running in minutes, with no data handoff to a provider or long onboarding.
A small business tracking even 10 to 20 vendors benefits from automated verification and renewal reminders, because one lapsed policy can become an uninsured claim. Paying a per-vendor managed service is rarely worth it at that size. Software with no per-vendor minimum and a free demo gives a small team the same protection without service-level pricing.
Plans and prices of other vendors are quoted from their own public pages, checked in September 2026. Prices change, so confirm them at the source before you decide. Where a vendor publishes no price, we say so instead of guessing.
Our own prices are on the pricing page, and you can test COISoftware on your own certificate before you pay anything.
No credit card required. New accounts start with a one-time demo of 10 documents.
Start tracking vendor certificates of insurance and never miss an expiration.
USD
per month
per month
$288 charged today
One shared monthly allowance. Spend it on either model, or mix: 1 Pro AI certificate = 5 Base AI certificates. A certificate counts as one, whatever its page count.
| Base AI Faster | 2,500 certificates |
| Pro AI Best accuracy | 500 certificates |
Four times the monthly certificate allowance and four times the Smart Reports.
USD
per month
per month
$888 charged today
One shared monthly allowance. Spend it on either model, or mix: 1 Pro AI certificate = 5 Base AI certificates. A certificate counts as one, whatever its page count.
| Base AI Faster | 10,000 certificates |
| Pro AI Best accuracy | 2,000 certificates |
The largest certificate allowances, API access and the most Smart Reports.
USD
per month
per month
$ charged today
Two separate monthly allowances, one per AI model. Certificates read with Base AI count only toward the Base AI allowance, and certificates read with Pro AI only toward the Pro AI allowance. A certificate counts as one, whatever its page count.
| Base AI Faster | certificates |
| Pro AI Best accuracy | certificates |
Custom terms, contact our support team.
