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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. Eight of the fourteen platforms on this page publish a price, though TrustLayer publishes only its Starter tier (free up to 50 vendors, then $10 per additional vendor per month) and no price for Pro or Complete. The other six 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.
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.
Six of the fourteen platforms above will not tell you any price without a sales call, and the eight that publish one do not all measure the same thing. Even the published numbers carry conditions: Evident's $15 rate is banded to 200 vendors and up, and TrustLayer's free tier stops at 50. That is why budgeting for this category is harder than it should be.
myCOI and Jones route all pricing through a demo, and TrustLayer does the same for Pro and Complete. For those platforms 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 vendors pay $99 a year on-site or $80 off-site, according to property managers' onboarding instructions, and Avetta charges contractors an annual membership it does not publish. 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 10-document demo 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. The monitored list is usually much shorter than the accounts payable list, so count it before you ask for a quote.
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.
Some vendors in this category charge a one-time implementation fee; Vertikal RMS, for example, publishes a range for its own onboarding in its pricing guide. That is a year-one cost, so model two numbers: year one with setup, and the steady-state renewal. A platform that looks cheaper at renewal can cost more in the first year.
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. Time how long your team spends per certificate today, multiply by your vendor count and put your own loaded salary against it 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. Fully manual tracking puts every request, read and reminder on a person, and software collapses most of that work, so below a few hundred vendors self-service is usually both cheaper and fast enough.
Partly. TrustLayer Starter is free up to 50 vendors and $10 per additional vendor per month above that, according to its Starter page; Pro and Complete carry no price and go through a demo. Among the major COI platforms only CertFocus, BCS, SmartCompliance (now Terra Compliance), Evident, Certificial and TrustLayer (Starter only) publish rates, with CertFocus at $6 to $8 per vendor per year self-service, BCS at $0.95 per vendor per month self-service, SmartCompliance at $1 per insured per month 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 one of the most transparent managed platforms in the category, which is exactly why it is easy to budget against.
Avetta uses a supplier-paid model in which the contractor pays an annual membership to join the network and the hiring client pays a separate enterprise fee. Neither is published: avetta.com/pricing returns HTTP 404, and the figures quoted around the web come from third-party write-ups of contractor-reported fees that tier by revenue and headcount rather than from Avetta. 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. Every certificate requested, read, filed and chased by hand is paid staff time, and for a program of several hundred vendors that time usually costs more than the platforms on this page. 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 options, but they are small. Certificial is free for up to five suppliers, and some platforms have a free tier for a small vendor count (TrustLayer Starter, BCS Free, Certificial Basic), while most sell through a demo; COISoftware gives a one-time demo of 10 documents. Spreadsheets are the other free option, and where they fail it is rarely the tool, it is 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. BCS publishes a $10,000 annual minimum on Full-Service. Most 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.
Eight of the fourteen platforms on this page publish some price. 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, though its own tier grid bands Essential to 200 vendors and up. Certificial is free for up to five suppliers and starts at $99 per month above that. COISoftware publishes monthly plans at $49 and $149. Ebix lists its Ebix COI Pro plan at $99 per month for up to 100 vendors. TrustLayer sits in between: it publishes a free Starter tier up to 50 vendors and $10 per additional vendor per month above that, but no price for Pro or Complete. BCS publishes a free plan up to 25 vendors, Self-Service at $0.95 per vendor per month and Full-Service at $17.80 per vendor per year with a $10,000 minimum. SmartCompliance, now Terra Compliance, publishes $1 per insured per month Self-Service and $2 Full-Service. myCOI and Jones quote for everything.
Partly. TrustLayer Starter is free up to 50 vendors and $10 per additional vendor per month above that, according to its Starter page; Pro and Complete carry no published rate and go through a demo. 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 one of the most transparent managed options in the category.
Avetta charges the contractor an annual membership to join its network and publishes no price for contractors or hiring clients: avetta.com/pricing returns HTTP 404. Figures circulating online come from third-party contractor surveys tiered by headcount. 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. 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. Time your team per certificate and multiply by your vendor count; for a program of several hundred vendors that staff time usually costs more than the platforms 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 some platforms have a free tier for a small vendor count (TrustLayer Starter, BCS Free, Certificial Basic), while most sell through a demo; COISoftware gives a one-time demo of 10 documents. A spreadsheet is the other free option. Where it fails, 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.
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.
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 free tier up to 50 vendors and quoted paid plans.
No annual minimum compared to a $7,500 published floor.
Focused COI tracking against a per-vendor due-diligence suite.
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.
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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.
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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
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 | certificates |
| Pro AI Best accuracy | certificates |
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