COISoftware is a COI tracking solution that collects a certificate of insurance from every vendor, subcontractor and tenant, reads the ACORD 25 with AI, checks the coverage against the rules you set, and chases the renewal before it lapses. Intake, verification, renewal and reporting in one solution. Upload a COI above to watch it read in seconds.
Last updated July 2026
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The three ways US teams actually solve certificate tracking, and what each one does and does not do for you.
| Capability | Spreadsheet and inbox | Managed service | COISoftware |
|---|---|---|---|
| Reads the certificate | No, a person types every field | Yes, a team keys them for you | Yes, AI reads any COI in seconds |
| Checks limits and endorsements | No, checked by eye if at all | Yes, human reviewers check | Yes, automatically against your rules |
| Chases renewals | No, you remember or you miss it | Yes, the service chases | Yes, automated reminders to vendor and agent |
| Live compliance status | No, rebuilt by hand each time | Reported on their schedule | Yes, one dashboard, current in real time |
| Time to get started | Immediate, then manual forever | Weeks of onboarding | Minutes, upload a COI and go |
| Cost model | Free software, expensive hidden labor | Highest, priced per vendor per year | Published monthly plans and a free tier |
| Who owns the work | Your team, all of it | Their team, on their timeline | The software, with your team on exceptions |
A managed service is a legitimate answer at high volume when you would rather buy the labor than run the process. Software gives you the same automation while keeping control and cost in house. The wrong answer is the spreadsheet nobody has updated since March.
Almost nobody goes looking for a COI tracking solution because they enjoy software shopping. They go looking because a spreadsheet stopped telling the truth about who is covered, and something is about to go wrong.
A tracker is only as current as the last person who updated it. Between the certificate arriving and someone typing the dates in, the record drifts, and the drift is invisible until an auditor or a claim finds it.
Every COI is a PDF that someone has to open, read and transcribe. That is the actual work, and no amount of folder structure removes it.
Storing a certificate is not the same as verifying it. A cell does not know the general liability limit is short, the additional insured endorsement is missing, or the policy expired last month.
Policies expire on their own schedule and nothing emails the vendor about it. Most coverage gaps are not decisions, they are things nobody noticed.
When a client, insurer or lender asks who is covered right now, the honest answer is usually give me until Friday, because the answer has to be rebuilt by hand.
A process that just about survives fifty certificates does not survive five hundred. Manual tracking scales by adding people, which is the most expensive way to scale anything.
The word solution gets used loosely in this market, so it is worth being concrete. A real COI tracking solution does four jobs a spreadsheet cannot: it reads the certificate, it checks the coverage against your requirements, it chases the renewal, and it can prove the current status on demand. Everything else is filing. If you want the same capability described by its other common names, the certificate of insurance tracking software and COI management software pages cover the identical engine, and COI tracking system covers the system-of-record view.
COISoftware runs the whole certificate lifecycle in one place, so COI tracking stops being data entry and becomes a status you can look at.
Forward or upload a COI and the AI pulls the insurer, policy numbers, coverage types, limits, effective and expiration dates and additional insured status. Scans and phone photos included, with no template setup.
Define your minimum limits and required endorsements once. Every certificate is checked against them on arrival, and a short limit or missing waiver of subrogation is flagged immediately rather than at audit time.
Reminders go to the vendor and its agent before the policy expires, and the solution keeps asking until a renewed certificate lands. Nobody has to watch a calendar.
Every vendor, requirement and certificate in one searchable view. Who is compliant right now is a glance, not a project.
Export a current compliance report to Excel or PDF the moment a client, insurer, auditor or lender asks for proof.
Group certificates by vendor, project, property or trade, set different requirements per trade, and give each team member the access their role needs.
The same engine powers the rest of the family, so the solution you pick is a matter of which job you lead with. Enforcement and pass or fail scoring is COI compliance software. The coverage checks themselves are COI verification software. Expiring policies run through COI renewal tracking software, and when the whole loop runs unattended it becomes COI automation software. Would you rather hand the work to people than run a solution yourself? The COI tracking services page compares those two models honestly, and the best COI tracking software roundup compares the platforms.
From a folder of certificates to a live compliance dashboard, in four steps.
Enter the coverages, minimum limits and endorsements each vendor type must carry, such as additional insured and waiver of subrogation. Vary the rule by trade so a landscaper and a roofer are not held to the same standard.
Tip: Copy the insurance requirements straight out of your contract or lease so the rule you track is the rule you signed.
Request a COI from each vendor or forward the ones already sitting in your inbox. The AI reads each one automatically, so onboarding never becomes transcription.
Each certificate is compared to the requirement for that vendor. Short limits, missing endorsements and expired policies are flagged before the vendor is cleared to work.
Automated reminders chase expiring certificates, the dashboard stays current on its own, and an audit-ready report is one export away whenever proof is requested.
Any US business accountable for proving that the third parties it works with carry the insurance their contracts require.
A risk manager enforcing insurance requirements across hundreds of third parties needs a solution that reads, checks and renews certificates, not a folder that stores them. Every requirement becomes a live pass or flag, so the team works exceptions instead of transcribing PDFs.
Managers tracking tenant and vendor certificates against lease and service requirements run this alongside COI tracking for property management, so every building shows current coverage in one place instead of one spreadsheet per property.
A contractor that cannot let an uninsured subcontractor through the gate verifies coverage before access and monitors it for the length of the job. Pair the solution with subcontractor COI tracking to hold each trade to its own requirement.
Teams that onboard vendors already collect a W-9 and banking details. Adding the certificate check to that same step, covered in the vendor onboarding checklist, stops uninsured vendors from being set up for payment in the first place.
A COI tracking solution is software that collects certificates of insurance from vendors, subcontractors and tenants, reads the coverage data automatically, checks it against the requirements you set, tracks expiration dates and chases renewals. It replaces the spreadsheet and shared inbox with one system that always knows who is covered right now.
Nothing meaningful. Solution, software, system and platform are all used for the same category, and vendors pick whichever word suits their marketing. What matters is capability: does it read the certificate, check the coverage against your rules, chase the renewal, and prove status on demand. Judge products on those four jobs, not the noun.
Across the US market, self-service platforms run roughly 3 to 10 dollars per vendor per year, full-service options 10 to 30 dollars, and enterprise deployments reach five and six figures annually. Several vendors add an annual minimum and an implementation fee. COISoftware publishes monthly pricing with a free tier and no per-vendor minimum.
At minimum: automatic certificate reading, rules-based checks on limits and endorsements, expiration tracking with automated renewal requests, a central repository with a live compliance dashboard, and one-click reporting. Without automatic reading and rules-based checks you have a filing cabinet with a search box, not a compliance solution.
You can store certificate data in Excel, but a spreadsheet cannot read a certificate, verify coverage or email a vendor before a policy expires. Most teams outgrow it past roughly twenty five vendors, when manual entry errors and missed renewals start creating real coverage gaps. Our certificate of insurance tracking spreadsheet page covers the honest limits.
It depends entirely on the model. Enterprise platforms and managed services typically run multi-week onboarding with requirement mapping and data migration, and often charge an implementation fee. Self-service software is usually same-day: set your requirements, upload certificates and start. COISoftware is minutes to a first read.
Most established platforms are quote-only with no free tier, though some offer a limited trial or a single-certificate check. COISoftware has a free plan you can start on without talking to sales. For low vendor counts a free plan is genuinely enough, and the paid plans matter once volume and reporting requirements grow.
The full-spelled head page for reading and tracking COIs.
Run intake, verification, renewal and reporting in one platform.
Replace email and spreadsheets with one system of record.
Score every vendor compliant or not against your rules.
An honest roundup of the leading COI platforms.
Automate it yourself or outsource it: the two models compared.
