COI tracking software costs roughly $6 to $15 per vendor per year on a self-service plan and $13 to $30 per vendor per year for a managed service, which works out to about $800 to $4,000 a year for a small program and $10,000 or more at enterprise scale. Only four of the eleven platforms on this page publish a price at all. The rest route you through a demo. This page collects every published number, names the annual minimums and implementation fees that get added after the per-vendor rate, and shows what actually moves your total. Upload a certificate above to see what the software does before you price it.
Last updated August 2026
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Every figure below is either published by the platform itself or attributed to the source that published it. Where a platform does not publish pricing, this table says so rather than guessing. The myCOI and SmartCompliance ranges are estimates published by Vertikal RMS, a competitor, in its 2026 pricing guide, so treat them as a market indication rather than as those vendors' own numbers.
| Platform | Published price | Pricing model | Minimum or setup fee |
|---|---|---|---|
| COISoftware | Starter $49 per month, Plus $149 per month. Billed yearly that is $24 and $74 per month, or $288 and $888 per year | Published monthly plans sized by page volume, free trial with no credit card | None. No annual minimum and no implementation fee |
| CertFocus (Vertikal RMS) | $6 to $8 per vendor per year self-service, $13 to $29 per vendor per year full-service | Per vendor per year, published, unlimited users | $7,500 annual minimum self-service, $10,000 full-service, plus $3,500 to $4,800 implementation |
| Evident (EvidentID) | $15 per vendor per year Essential, $25 per vendor per year Pro | Per vendor per year, billed annually, unlimited users and documents | None published. Volume discounts offered, Enterprise quoted |
| Certificial | Free for up to 5 suppliers, Professional from $99 per month | Published tiers, unlimited suppliers on Professional | None published. Enterprise quoted |
| Compliance Depot (RealPage) | Vendor pays $99 per year on-site, $80 per year off-site | Vendor-paid credentialing. The property manager price is quoted separately | Quoted for the property manager |
| Avetta | Contractor pays roughly $450 to $900 per year to join the network | Supplier-paid network fee plus a separate enterprise fee paid by the hiring client | Enterprise client fee, quoted |
| myCOI (illumend) | Not published. Vertikal RMS estimates $1,500 to $3,000 per year, or $30 to $60 per vendor | Custom quote, managed service with expert review | Quoted |
| SmartCompliance | Not published. Vertikal RMS estimates $2,000 to $4,000 per year, or $40 to $80 per vendor | Custom quote, self-service and full-service options | Quoted |
| TrustLayer | Not published | Custom quote, geared to programs of roughly 50 vendors and up | Quoted |
| Jones | Not published | Custom quote, real estate and property management focus | Quoted |
| BCS (Business Credentialing Services) | Not published, free trial offered | Custom quote, priced per vendor or per tenant | Quoted |
Seven of the eleven platforms above will not tell you a price without a sales call, and the four that publish one do not all measure the same thing. That is why budgeting for this category is harder than it should be.
myCOI, SmartCompliance, TrustLayer, Jones and BCS all route pricing through a demo. You cannot build a shortlist on price because there is no price to compare until you have spent a few weeks in a sales process with each one.
CertFocus publishes $6 to $8 per vendor per year, which reads cheap until you add the $7,500 annual minimum and $3,500 to $4,800 implementation fee. At that minimum you are paying for about 1,000 vendors whether you have them or not. A program with 200 vendors pays roughly $37 per vendor in year one, not $8.
Most COI programs have a handful of vendors that matter enormously and a long tail of low-risk ones that still need a current certificate on file. Priced per vendor, that harmless tail is most of your bill. Priced by document volume, it costs almost nothing, because those vendors send one certificate a year.
Compliance Depot charges vendors $99 a year and Avetta charges contractors $450 to $900. Your line item drops, but your vendors are now paying to work with you, and the ones with thin margins push back or quietly stop bidding. That is a real cost, it is just not on your invoice.
Published plans, no per-vendor pricing, no minimum and no implementation fee. You can size the cost yourself in about a minute.
Starter is $49 per month and Plus is $149 per month, or $24 and $74 per month billed yearly. There is no annual minimum to clear, no implementation fee, and no quote to wait for. You can start a free trial without a credit card.
Plans are sized by pages processed per month rather than by how many vendors you have on file. A property manager with 20 active vendors and a long dormant tail pays the same as one with a short list, because the dormant tail sends almost no paper.
The ACORD 25 is read automatically on Starter, not held back for an enterprise plan. Multi-page certificates and attached endorsement schedules are read as part of the same document.
Automated reminders at 60, 30 and 15 days before expiration ship with every plan. In quote-based programs the outreach layer is often what pushes you from the self-service tier into the managed one.
Excel and CSV export is on Starter. QuickBooks export, custom extraction templates, bulk upload of up to 50 files and compliance reporting come with Plus.
If you need to push certificate data into your own system, API access is on the Pro plan with its published volume bands rather than gated behind an enterprise negotiation.
Five steps that turn a per-vendor rate into a real annual number you can put in a budget.
Per-vendor pricing counts every supplier you load into the system. Separate the vendors that genuinely need a monitored certificate from the ones you paid once last year. Most programs find the real number is 40 to 60 percent of the accounts payable list.
Tip: If a vendor does not enter your property, touch your customers or carry a contractual indemnity, it probably does not need monitoring.
Take your vendor count times the published rate, then compare it against the annual minimum. You pay whichever is higher. At $8 per vendor with a $7,500 minimum, you get no benefit from the low rate until you pass roughly 940 vendors.
Tip: This one step reorders most shortlists. Cheap per-vendor pricing is expensive below the minimum.
Implementation fees in this category run $3,500 to $4,800 where they are charged. That is a year-one cost, so model two numbers: year one with setup, and the steady-state renewal. A platform that looks 20 percent cheaper in year three can be 60 percent more expensive in year one.
Tip: Ask whether the implementation fee recurs on renewal or on adding a new business unit. Sometimes it does.
A managed service costs more per vendor because a person reviews the certificate. Self-service costs less because you do. Docutrax publishes a useful benchmark: roughly one full-time person can keep about 1,500 certificates genuinely current by hand. Put your own loaded salary against that ratio before deciding which side of the line you are on.
Tip: Below a few hundred vendors, software plus an hour a week almost always beats a managed contract on total cost.
Endorsement review, renewal outreach, API access, extra seats and compliance reporting are the five things most commonly held back for a higher tier. Get the quote in writing with those five named, because a cheap base plan that cannot chase a renewal has not solved the problem you bought it for.
Tip: Ask specifically whether the tier reads attached ACORD 101 schedules. Endorsement detail often lives there.
The pricing questions people search for while they are building a shortlist, answered in the order they usually come up.
Long vendor tails make per-vendor pricing expensive. Volume-based plans usually win below a few hundred active suppliers.
Subcontractor counts swing by project. Avoid a plan whose minimum assumes your busiest year.
Under about 100 vendors, annual minimums dominate the bill. Published monthly plans are almost always cheaper.
Above roughly 1,000 vendors the per-vendor rate finally matters and managed review can earn its premium.
Self-service COI tracking software typically costs $6 to $15 per vendor per year, and managed services $13 to $30 per vendor per year. In annual terms, small programs land around $800 to $2,000, mid-sized programs $2,500 to $10,000, and enterprise deployments $10,000 to $50,000 or more. Published monthly plans, such as $49 to $149 a month, are usually cheaper than any per-vendor plan below a few hundred vendors because they carry no annual minimum.
For a small business tracking fewer than about 100 vendors, expect $300 to $1,800 a year on a published monthly plan, and expect per-vendor pricing to be a poor fit. The reason is the annual minimum. CertFocus publishes $6 to $8 per vendor per year but attaches a $7,500 minimum, so 60 vendors cost the same as 900. Platforms that publish flat monthly plans with no minimum are the realistic option at that size.
Self-service software gives you the automation and you run the process. Managed services add people who review certificates and chase vendors on your behalf, which is why they cost roughly two to four times more per vendor. The practical test is whether you have someone who can spend an hour a week on it. Docutrax publishes a benchmark of roughly one full-time person per 1,500 certificates for fully manual tracking, and software collapses most of that work, so below a few hundred vendors self-service is usually both cheaper and fast enough.
No. TrustLayer does not publish pricing and routes every enquiry through a demo, and its platform is positioned at programs of roughly 50 vendors and up. Among the major COI platforms only CertFocus, Evident and Certificial publish rates, with CertFocus at $6 to $8 per vendor per year self-service, Evident at $15 to $25 per vendor per year, and Certificial free for up to five suppliers and from $99 per month above that.
CertFocus, from Vertikal RMS, publishes $6 to $8 per vendor per year for self-service with a $7,500 annual minimum, and $13 to $29 per vendor per year for full-service with a $10,000 minimum. Implementation runs $3,500 to $4,800 on either tier. It also offers a vendor-pay option at $85 to $150 per vendor per year, which shifts the cost onto your suppliers. It is the most transparent managed platform in the category, which is exactly why it is the easiest one to budget against.
Avetta uses a supplier-paid model in which the contractor pays roughly $450 to $900 per year to join the network, and the hiring client pays a separate enterprise fee that is quoted rather than published. Avetta is a contractor prequalification network rather than a pure certificate tracker, so insurance verification sits alongside safety, training and an annual questionnaire. If all you need is certificates tracked, a focused tool is materially cheaper.
A certificate of insurance itself normally costs nothing. Your agent or broker issues it from the policy you already pay for, usually within a day and at no charge, because issuing certificates is part of servicing the account. Some agencies charge a small administrative fee for high volumes or rush requests. What costs money is the underlying policy, and separately the software or service used to collect and verify everyone else's certificates. The full breakdown of what a certificate of insurance costs covers the exceptions.
The cost of manual COI tracking is mostly salary and uninsured claims, not software. Docutrax puts the staffing load at roughly one full-time person per 1,500 certificates kept genuinely current, so a 750-vendor program is absorbing about half a person, which at a typical loaded US salary is well past what any platform on this page charges. The larger exposure is the certificate that lapsed without anyone noticing, because that one turns into an uninsured claim you pay yourself. Manual COI tracking compared to software works the arithmetic through.
There are free tiers, but they are small. Certificial is free for up to five suppliers, and most platforms including COISoftware offer a free trial rather than a permanent free plan. Spreadsheets are the real free option and they work up to about 20 to 30 vendors, at which point the failure is not the tool but the reminder nobody sent. If you are choosing on price at low volume, a published monthly plan at $24 to $49 usually costs less than one hour of the time a spreadsheet consumes each month.
They are common in the managed segment and are the single most important number to ask for. CertFocus publishes a $7,500 self-service and $10,000 full-service annual minimum. Others do not publish theirs at all, which is why the first question on a demo call should be the minimum spend and the implementation fee, before any feature discussion. COISoftware has neither, which is what makes published monthly pricing predictable below enterprise volume.
Roughly: below 100 vendors, published monthly plans win by a wide margin because minimums dominate everything else. Between 100 and 1,000 vendors it depends on how much certificate volume those vendors generate and whether you need endorsement review, so model both. Above 1,000 vendors the per-vendor rate starts to matter more than the minimum, and a managed service can genuinely earn its premium if your team would otherwise need another headcount. Run your own numbers with the five steps above rather than trusting a category average, because the spread inside each band is larger than the gap between bands.
Self-service COI tracking software typically costs $6 to $15 per vendor per year and managed services $13 to $30 per vendor per year. Annually that is roughly $800 to $2,000 for a small program, $2,500 to $10,000 for a mid-sized one, and $10,000 to $50,000 or more at enterprise scale. Published monthly plans in the $24 to $149 range are usually cheaper below a few hundred vendors because they carry no annual minimum.
Under about 100 vendors, expect $300 to $1,800 a year, and avoid per-vendor plans. Annual minimums are what make small programs expensive: CertFocus publishes $6 to $8 per vendor but attaches a $7,500 minimum, so 60 vendors and 900 vendors cost the same. A published monthly plan with no minimum, starting around $24 to $49 a month billed yearly, is the realistic option at that size.
Four of the eleven major platforms do. CertFocus publishes $6 to $8 per vendor per year self-service and $13 to $29 full-service. Evident publishes $15 per vendor per year on Essential and $25 on Pro. Certificial is free for up to five suppliers and starts at $99 per month above that. COISoftware publishes monthly plans at $49 and $149. myCOI, SmartCompliance, TrustLayer, Jones and BCS all quote instead.
No. TrustLayer routes pricing enquiries through a demo and does not publish rates, and the platform is aimed at programs of roughly 50 vendors and up. If you need to size a budget before committing to a sales cycle, compare it against the platforms that do publish, then use those figures as your anchor when the quote arrives.
CertFocus publishes $6 to $8 per vendor per year self-service with a $7,500 annual minimum, and $13 to $29 per vendor per year full-service with a $10,000 minimum. Implementation is $3,500 to $4,800 on both. A vendor-pay option runs $85 to $150 per vendor per year and shifts the cost to your suppliers. It is the most transparent managed option in the category.
Avetta charges the contractor roughly $450 to $900 per year to join its network, and the hiring client pays a separate enterprise fee that is not published. It is a full contractor prequalification network covering safety, training and questionnaires, with insurance verification as one module. If certificates are the only thing you need tracked, a focused platform costs considerably less.
Nothing, in almost all cases. Your agent issues a certificate from a policy you already hold, usually within a day, at no charge, because certificate issuance is part of servicing the account. A few agencies charge a small fee for rush or high-volume requests. The cost people are usually looking for is the underlying policy premium, or the software used to track everyone else's certificates.
Self-service gives you the automation and you run the review. Managed services add trained staff who review certificates and chase vendors for you, which is why they run two to four times more per vendor. Docutrax publishes a benchmark of about one full-time person per 1,500 certificates for manual tracking. Below a few hundred vendors, self-service software plus about an hour a week is normally both cheaper and quick enough.
Mostly salary, plus the claims you end up paying yourself. At roughly one full-time person per 1,500 certificates, a 750-vendor program absorbs about half a headcount, which at a normal loaded US salary exceeds every platform price on this page. The bigger number is unbudgeted: a certificate that lapsed unnoticed turns into an uninsured loss, and that single event usually dwarfs several years of software.
Frequently, and they matter more than the headline rate below enterprise volume. CertFocus publishes a $7,500 self-service minimum, a $10,000 full-service minimum and $3,500 to $4,800 implementation. Most quote-based platforms do not disclose theirs until the proposal. Ask for the minimum spend and setup fee in the first call. COISoftware has neither.
Free tiers exist but are small. Certificial covers up to five suppliers free, and most platforms including COISoftware offer a free trial rather than a permanent free plan. A spreadsheet is the genuine free option and holds up to roughly 20 to 30 vendors. Past that the failure is not the spreadsheet, it is that nobody sends the renewal reminder, which is the part software actually replaces.
Normalize every quote to an annual number that includes the minimum and the implementation fee, then divide by the vendors you genuinely need to monitor rather than your whole supplier list. Model year one and steady state separately, since setup fees distort the first year. Finally, confirm in writing whether endorsement review, renewal outreach, API access and extra seats are in the tier you were quoted.
The full platform-by-platform roundup behind these pricing figures.
Where annual minimums hurt most and what to use instead.
The free option, how far it scales and where it breaks.
What managed certificate tracking includes and who it suits.
Published pricing compared to a quote-only enterprise platform.
No annual minimum compared to a $7,500 published floor.
Focused COI tracking against a per-vendor due-diligence suite.
What the software does before you decide what to pay for it.
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