COISoftware is insurance certificate tracking software for risk, compliance and procurement teams that collect certificates from vendors, contractors and tenants. AI reads each insurance certificate, records the coverages, limits and expiration dates, checks them against your requirements, and flags anyone whose certificate lapses or falls short. Upload a certificate above to watch the tracking start.
Last updated July 2026
Upload your certificates of insurance
Drop files here or click to upload
Up to 50 files
Uploading...
What changes when software manages each insurance certificate instead of a folder and a spreadsheet someone keeps up by hand.
| Certificate task | Manual tracking by hand | Insurance certificate tracking software |
|---|---|---|
| Read the certificate | Someone opens each PDF and types the fields into a row | AI reads every field on the certificate, including scans and photos |
| Check it against requirements | Compared by eye, easy to miss a short limit or missing endorsement | Each certificate is checked against the rule you set for that party |
| Track expiration dates | Only caught if a person scans the dates that day | Every expiration date tracked and flagged before the policy lapses |
| Chase renewals | Manual emails with no record of who replied | Automated reminders at 60, 30 and 15 days, with a full response trail |
| Catch mid-term cancellations | Almost never noticed until a claim arrives | Lapses and cancellations surfaced, not just annual renewals |
| Prove compliance for an audit | Rebuilt from email threads and old files | A dated record of every certificate and check, ready to export |
| Scale across parties and sites | Breaks down past a few dozen certificates | One dashboard for every certificate, filtered by site or region |
Market pricing for insurance certificate tracking software generally runs from a few dollars per party per year for self-service to more for full-service managed review. COISoftware lists transparent monthly pricing and a free tier.
A folder of PDFs and a spreadsheet can hold a list of parties and dates. Neither can read a certificate, check the coverage against your requirement, or warn you the day before a policy lapses, and that is where certificate compliance actually breaks.
A spreadsheet flags an expired certificate only if a person opens it and reads the dates that day. The moment that lapses, certificates expire quietly and a party keeps working with no coverage on file.
A certificate can sit in the folder without anyone confirming the limit meets your requirement. A genuine certificate with a short limit looks fine until a claim proves it was never enough.
Every renewal means someone remembering to email the party, then remembering again when they do not reply, with no record of who was asked or who sent a current certificate.
A policy can be cancelled months before the expiration date printed on the certificate. Manual tracking that only watches renewal dates never catches a mid-term cancellation.
Typing limits, dates and policy numbers off a PDF into a spreadsheet is slow and error-prone. One transposed limit or mistyped date and the whole record is wrong without anyone noticing.
Tracking ten certificates by hand is manageable. Tracking hundreds, across multiple sites, every renewal, against changing requirements, is not. The spreadsheet becomes the bottleneck.
Tracking insurance certificates is repetitive, date-driven, rule-based work, which is exactly what software handles better than a person. Read each certificate, record the coverages and limits, check them against a requirement, watch the dates, and surface only what needs attention. If you are still working off a spreadsheet, our certificate of insurance tracking spreadsheet guide gives you a usable template and shows where it stops being enough.
COISoftware reads each insurance certificate with AI, checks it against your requirements, and watches every expiration date, so you always know which parties are compliant without keeping a spreadsheet alive by hand.
Upload any insurance certificate and the AI extracts the insurer, policy numbers, coverage types, limits, effective and expiration dates and additional insured status, even from scans and phone photos. No manual data entry.
Each certificate is tracked for its expiration date automatically, so nothing slips past renewal. You see at a glance which certificates are current, expiring soon or already lapsed.
Set your minimum limits and required coverages and endorsements once. Every certificate is checked against the rule for that party and flagged the moment a limit is short or a coverage is missing.
Reminders go to the party at 60, 30 and 15 days before expiration, with a record of who was asked and who responded, so certificate renewal chasing stops being a manual job.
Mid-term cancellations, expired dates and limits below your requirement are surfaced automatically, so a party that drops out of compliance is caught while the work is still going on.
Every certificate, its extracted data and its tracking history are stored together, so you can show exactly what was on file and when if a claim or audit arrives.
Insurance certificate tracking fits anywhere a person is currently managing certificates in a folder or spreadsheet. It reads the ACORD 25 and the broader certificate of liability insurance, then ties each tracked certificate into full certificate of insurance management software and ongoing COI compliance software. To confirm each certificate is genuine and adequate before you track it, see COI verification software.
Four steps replace manual certificate tracking with automated tracking on every certificate.
Enter the coverages, minimum limits and endorsements you require, by party type if they differ. This becomes the rule every certificate is tracked against.
Tip: Start with the limits written into your standard contract.
Drop in a PDF, a scan or a phone photo, or invite each party to submit its certificate directly. The AI reads every field automatically, so there is no manual data entry.
Tip: You can forward certificates straight in by email.
Each certificate is recorded, checked against your rules and watched for its expiration date. Anything short, expired or missing a required coverage is flagged for you.
Tip: Only the exceptions need attention; compliant parties track themselves.
Automated reminders chase renewals, mid-term cancellations are surfaced, and every certificate and check is stored with a date, so you can prove what was on file at any later point.
Tip: Pull the dated record straight into an audit or claim file.
Any team accountable for third-party insurance certificates that cannot keep a spreadsheet current by hand.
Risk and compliance managers accountable for third-party coverage need every certificate tracked with proof, not just filed. COISoftware records and checks each certificate against your requirements and stores a dated result, feeding the full vendor insurance compliance software workflow.
Procurement teams onboarding new vendors gate the relationship on a current, compliant certificate. The software tracks each vendor certificate against the requirement and flags anything short before the contract starts, the same way our certificate of insurance tracking software platform describes.
General contractors cannot let a crew mobilize on an expired certificate. The software tracks every subcontractor insurance certificate against the trade requirement, the way our subcontractor COI tracking page covers in full.
An insurance certificate, usually the ACORD 25 certificate of liability insurance, is a one-page summary of a party active insurance policies. It lists the insurer, policy numbers, coverage types, limits, effective and expiration dates, and any additional insured or waiver of subrogation endorsements. Businesses collect an insurance certificate from each vendor, contractor or tenant to prove that party carries the coverage a contract requires before work begins.
Insurance certificate tracking software reads each certificate with AI, records the coverages, limits and expiration dates, checks them against the requirements you set, and alerts you before a policy lapses. Instead of keeping a spreadsheet current by hand, you get one place that tracks every vendor, contractor or tenant certificate, flags anything short or expired, and keeps a dated record of what was on file, so you always know who is compliant.
You set your required coverages and minimum limits once, then collect certificates from your parties. The software reads every field with AI, records it, checks it against your rules, and tracks each expiration date. It sends automated renewal reminders, surfaces mid-term cancellations and short limits, and stores each certificate with a dated history. Compliant certificates track themselves and only the exceptions need a person.
A spreadsheet is a static list someone has to read, update and chase by hand, so it only catches an expired certificate when a person happens to look. Insurance certificate tracking software reads each certificate automatically, watches every expiration date, checks coverage against your rules, chases renewals, and catches mid-term cancellations a spreadsheet never sees. The spreadsheet records what you typed; the software tracks what is actually true.
Yes. Tracking expiration dates is the core of what it does. Every certificate is read for its effective and expiration dates on upload, and the software watches those dates for you, marking each certificate current, expiring soon or lapsed. Automated reminders go to the party at 60, 30 and 15 days before expiration, so renewals are chased before coverage drops rather than discovered after it already has.
Yes. You set your minimum limits, required coverages and endorsements once, and every certificate is checked against the rule for that party. A certificate that is genuine but carries a limit below your requirement, or is missing a required additional insured or waiver of subrogation endorsement, is flagged automatically, the same as one that has expired. That turns tracking from a list of dates into a real check on whether each party meets your contract.
Pricing depends on how many parties you track and whether you want self-serve software or a managed service, with market pricing generally running from a few dollars per party per year for self-service to more for full-service review. COISoftware lists transparent monthly pricing and offers a free tier, so you can start tracking certificates against your requirements without a sales call and test it on your own certificates before paying anything.
The full certificate-of-insurance tracking platform, spelled out in full.
Track every vendor, subcontractor and tenant certificate in one place.
Score every party compliant or non-compliant against your requirements.
