COISoftware is insurance compliance software that reads every certificate of insurance with AI, checks the coverage, limits and endorsements against the requirements you set, and shows you which vendors, contractors and tenants are compliant right now. It catches short limits, missing endorsements, expired policies and mid-term cancellations, chases renewals on its own, and keeps a dated record that proves compliance on any past date. Upload a certificate above to see it checked against your requirements in seconds.
Last updated July 2026
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How tracking insurance compliance by hand compares to running the same program on dedicated software. These are common differences, not legal or insurance advice.
| Capability | Spreadsheet and email | Insurance compliance software |
|---|---|---|
| Reading each certificate | Read and typed in by hand | AI extracts coverage, limits, dates and endorsements |
| Checking against requirements | Compared manually, if at all | Checked automatically and scored per party |
| Requirements by vendor type | One generic rule for everyone | Right standard applied to the right party |
| Mid-term lapse detection | None, dates assumed to hold | Cancellations and non-renewals flagged as known |
| Renewal chasing | Manual emails that slip | Automated reminders across every party |
| Proof for an audit | Overwritten file and email threads | Dated record retrievable on any past date |
Set your own requirements to your contracts and applicable state and federal rules. The comparison above is a common example of what insurance compliance software automates, not legal or insurance advice.
Requiring insurance from your vendors is easy to write into a contract and hard to enforce at scale. Someone has to read each certificate, confirm it meets the requirement, notice when a policy lapses, chase the renewal, and be able to prove all of it months later. A shared inbox and a spreadsheet of dates cannot do that work, so compliance quietly drifts until a claim or an audit exposes the gap.
Receiving a certificate of insurance tells you the vendor sent something. It does not tell you whether the limits meet your minimum, whether required endorsements like additional insured and waiver of subrogation are present, or whether the policy is even the right type for the work. Compliance means checking every certificate against a standard, not just collecting it.
When leadership asks what share of vendors are compliant today, a spreadsheet of expiration dates cannot answer it. Without a live compliant or non-compliant status on every party, you reconstruct compliance by hand each time a contract, a claim or an insurance audit forces the question.
A vendor compliant at onboarding can have its policy cancelled or non-renewed months later while the work continues. Checking insurance once and filing the certificate misses the lapse, and you discover the gap only when a loss occurs and the coverage you counted on is gone.
A janitorial vendor, a roofing contractor and a professional consultant each need different coverages and limits. Holding every certificate to one generic rule either over-demands coverage or lets a high-risk party pass on limits that were never adequate for the work they perform.
Certificates expire on a rolling basis across hundreds of vendors. Without automated reminders, expired certificates accumulate, the compliance rate drops, and the gap stays invisible until you go looking. Chasing renewals by email does not scale past a couple dozen vendors.
When an auditor, an insurer or a plaintiff asks whether a vendor was compliant on the day of an incident, you need dated evidence: what the requirement was, what the certificate showed, and that you verified it. Email threads and a current spreadsheet cannot reconstruct compliance as it stood on a past date.
Insurance compliance is an ongoing state, not a one-time check. A vendor is compliant only while it carries the coverage, limits and endorsements your requirements demand, and only while those policies stay in force. Maintaining that across a large base of vendors, contractors and tenants is repetitive, rules-based work: read each certificate, compare it to the right requirement, score it, chase what is missing, and watch for mid-term lapses. That is exactly what software does well. This is the same engine behind COI compliance software and certificate of insurance management software, applied to your whole insurance compliance program.
COISoftware reads every certificate of insurance, checks it against the requirement you set for that party, and gives each one a clear compliant or non-compliant status. It chases missing and expiring certificates automatically and keeps a dated record that proves compliance whenever you are asked.
Upload or forward a certificate and the AI pulls the insurer, policy numbers, coverage types, limits, effective and expiration dates, and additional insured and waiver of subrogation wording, even from scans and phone photos, so nothing is keyed in by hand.
Every certificate is compared against the requirement that applies to that party and scored compliant or non-compliant. You see exactly why a vendor fails: a short limit, a missing endorsement, an expired policy or a coverage gap, instead of reading each certificate line by line.
Define the coverages, limits and endorsements each kind of vendor, contractor or tenant must carry, and apply the right standard to the right party, so a high-risk contractor and a low-risk supplier are each held to a requirement that fits the work.
Automated reminders chase any expiring certificate before it lapses, and a cancelled or non-renewed policy is flagged mid-term, so a party does not quietly fall out of compliance while the work continues.
See your overall compliance rate and every non-compliant party in one view, filter by status, vendor type or location, and answer what share of vendors are compliant right now without rebuilding it from a spreadsheet.
Every certificate, requirement and verification is dated and stored, so you can show what a party carried and that you checked it, on any date, when an auditor, insurer or claim asks.
COISoftware reads the ACORD 25 and the broader certificate of liability insurance, then ties every certificate into full certificate of insurance tracking software and ongoing vendor insurance compliance tracking. When a certificate looks off, the same checks behind certificate of insurance verification flag it. If you are comparing platforms first, our best COI tracking software roundup walks through the options honestly.
Keeping insurance compliance current across every vendor follows four repeatable steps.
Enter the coverages, limits and endorsements each party must carry, and vary them by vendor type so the right standard applies to the right party. Include general liability, auto, workers compensation, umbrella, additional insured, primary and noncontributory and waiver of subrogation wherever your contracts require them.
Tip: Mirror the insurance exhibit in your contract and scale limits to the risk of the work each party performs.
Request a certificate from each vendor, contractor or tenant, or upload the ones you already receive. The AI reads every certificate automatically, so building compliance across hundreds of parties does not turn into hours of manual data entry.
Every certificate is compared to the requirement for that party and scored compliant or non-compliant. Short limits, missing coverage, absent endorsements and expired policies are flagged with the exact reason, so you act on the gap instead of hunting for it.
Automated reminders chase expiring certificates, mid-term cancellations are flagged, and every check is dated and stored, so compliance stays current and you can prove it on any past date when an audit or claim arrives.
Any team accountable for proving that every vendor, contractor or tenant carries the insurance your contracts require.
A risk or compliance group is accountable for whether every vendor on file actually meets the insurance requirements in its contract. COISoftware turns each requirement into a live compliant or non-compliant status, so the team sees a clear pass or flag instead of reconciling PDFs against contracts by hand, the same way COI compliance software scores every vendor.
Procurement and vendor-management teams onboard new parties constantly and need each one verified before work starts. The same dashboard checks every certificate and chases what is missing, and vendors and subcontractors are tracked the same way as subcontractor COI tracking for contractors.
Teams that hire contractors and vendors across many sites have to keep every certificate current and prove compliance per location. Pair this with vendor insurance compliance software, and if you manage property, the COI tracking for property management page covers that workflow.
Insurance compliance software automates checking certificates of insurance against your requirements and tracking whether each vendor, contractor or tenant stays compliant over time. It reads every certificate, compares the coverages, limits and endorsements to the standard you set, scores each party compliant or non-compliant, chases expiring certificates, catches mid-term lapses, and keeps dated proof of compliance. It replaces a shared inbox and a spreadsheet of dates with a live, defensible compliance status.
Insurance compliance for third parties means a vendor, contractor or tenant carries the exact coverage, limits and endorsements your contract requires, and that those policies are currently in force. A party is compliant only when its certificate meets every requirement you set and the underlying policies have not expired or been cancelled. Having a certificate on file is not the same as being compliant, because the certificate can show short limits or missing coverage.
A spreadsheet records that a certificate exists and when it expires, but it does not read the certificate, check it against your requirements, or tell you whether the party is actually compliant. Insurance compliance software reads each certificate, scores it compliant or non-compliant against the requirement for that party, catches mid-term lapses, and keeps audit-ready proof. The spreadsheet tracks dates; the software tracks compliance.
Insurance compliance software flags a policy that is cancelled or non-renewed before its listed expiration date, rather than assuming coverage lasts until the date on the original certificate. It monitors each party continuously and surfaces a lapse the moment it is known, so a vendor that loses coverage in the middle of a contract is flagged as non-compliant while the work is still going, instead of being discovered after a loss.
Yes. Insurance compliance software keeps a dated record of every certificate, the requirement it was checked against, and the verification, so you can show what a party carried and that you confirmed it on any past date. When an auditor, insurer or plaintiff asks whether a vendor was compliant on the day of an incident, you produce the dated evidence instead of reconstructing it from email threads and a current spreadsheet.
Any organization that requires insurance from vendors, contractors, subcontractors or tenants needs insurance compliance tracking software once the count grows past a couple dozen. Property managers, general contractors, facilities and procurement teams, franchisors, and risk departments all rely on it to verify coverage, chase renewals and prove compliance. Below a handful of parties a spreadsheet can work, but the manual process stops scaling quickly.
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 vendor 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 checking certificates against your requirements without a sales call and test it on your own certificates before paying anything.
Score every vendor compliant or non-compliant against your COI requirements.
Collect, verify and track every vendor and subcontractor certificate in one place.
The full platform behind insurance compliance: read, check and store every certificate.
