COISoftware is insurance tracking software for businesses that have to track vendor, subcontractor and tenant certificates of insurance. AI reads each certificate, records the coverages, limits and expiration dates, checks them against the rules you set, and alerts you before a policy lapses, so you always know who is covered and who is not. Upload a certificate above to see the tracking start.
Last updated June 2026
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What changes when software tracks every certificate instead of a spreadsheet someone has to keep up by hand.
| Tracking task | Spreadsheet by hand | Insurance tracking software |
|---|---|---|
| Record the certificate | Someone reads each PDF and types the fields into a row | AI reads every field automatically, including scans and photos |
| Check coverage and limits | Compared by eye, easy to miss a short limit | Each certificate is checked against the rule you set for that vendor |
| Track expiration dates | Only caught if someone scans the dates that day | Every expiration tracked and flagged before the policy lapses |
| Chase renewals | Manual emails, with no record of who replied | Automated reminders to the vendor at 60, 30 and 15 days |
| Catch mid-term cancellations | Almost never noticed until a claim | 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 vendors and sites | Breaks down past a few dozen rows | One dashboard for every vendor, filtered by site or region |
Market pricing for insurance tracking software generally runs from a few dollars per vendor per year for self-service to more for full-service managed review. COISoftware lists transparent monthly pricing and a free tier.
A spreadsheet can hold a list of vendors and policy dates. It cannot read a certificate, check the coverage, or warn you the day before a policy lapses, and that is where the work actually breaks.
A spreadsheet only flags an expired policy if a person opens it and reads the dates that day. The moment that stops happening, certificates expire quietly and a vendor keeps working with no coverage on file.
A row can say a vendor carries general liability without anyone confirming the limit meets your requirement. A real certificate with a short limit looks fine in a spreadsheet and fails you exactly when a claim arrives.
Every renewal means someone remembering to email the vendor, then remembering again when they do not reply. There is no record of who was asked or who actually sent a current certificate.
A policy can be cancelled months before its listed expiration date. A spreadsheet that only tracks renewal dates never catches a mid-term cancellation, so you carry an uninsured vendor without knowing it.
Typing limits, dates and policy numbers off a PDF into a spreadsheet is slow and error-prone. One transposed limit or mistyped date and your tracking is wrong without anyone realizing.
Tracking ten certificates by hand is manageable. Tracking hundreds, across multiple sites, every renewal, against changing requirements, is not. The spreadsheet becomes the bottleneck instead of the system of record.
Insurance tracking is repetitive, date-driven, rule-based work, which is exactly what software does 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, on every certificate, automatically. If you are still working off a spreadsheet today, our certificate of insurance tracking spreadsheet guide gives you a usable template and shows where it stops being enough.
COISoftware reads each certificate with AI, tracks it against your requirements, and watches the dates, so you always know who is covered without keeping a spreadsheet alive by hand.
Upload any certificate of insurance 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.
Every certificate is tracked for its expiration date automatically, so nothing slips past renewal. You see at a glance which policies are current, expiring soon or already lapsed.
Set your minimum limits and required coverages once. Every certificate is checked against the rule for that vendor and flagged the moment a limit is short or a coverage is missing.
Reminders go to the vendor at 60, 30 and 15 days before expiration, with a record of who was asked and who responded, so renewal chasing stops being a manual job.
Mid-term cancellations, expired dates and limits below your requirement are surfaced automatically, so a vendor 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 tracking software fits anywhere a person is currently tracking certificates in a file 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 real and adequate before you track it, see COI verification software.
Four steps replace the manual spreadsheet with automated tracking on every certificate.
Enter the coverages, minimum limits and endorsements you require, by vendor 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 vendors to submit their certificates 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 vendors 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 that has to track vendor, subcontractor or tenant insurance and cannot keep a spreadsheet current by hand.
Teams tracking vendor and tenant certificates across many buildings need every policy watched, not just filed. COISoftware tracks each certificate and flags lapses across the whole portfolio, and the COI tracking for property management page covers that workflow in full.
General contractors tracking subcontractor insurance cannot let a crew mobilize on an expired certificate. The software tracks every subcontractor certificate against the trade requirement, the same way our subcontractor COI tracking page describes.
Risk and procurement teams accountable for third-party coverage need every certificate tracked with proof. COISoftware records and checks each certificate and stores a dated result, feeding the full vendor insurance compliance software workflow.
Insurance tracking software reads each certificate of insurance 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, subcontractor or tenant certificate, flags anything short or expired, and keeps a dated record of what was on file, so you always know who is covered and who is not.
You set your required coverages and minimum limits once, then upload or collect certificates from your vendors. 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 tracking history. Clean 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 policy when a person happens to look. Insurance tracking software reads each certificate automatically, watches every expiration date for you, 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 policy current, expiring soon or lapsed. Automated reminders go to the vendor 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 and required coverages once, and every certificate is checked against the rule for that vendor. A certificate that is genuine but carries a limit below your requirement, or is missing a required coverage or 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 vendor actually meets what your contract requires.
It tracks the certificates of insurance you collect from third parties, most commonly the ACORD 25 certificate of liability insurance covering general liability, auto, umbrella and workers compensation, plus the additional insured and waiver of subrogation endorsements contracts require. Because the AI reads the certificate itself rather than a fixed form, it handles the coverages and limits that appear on your vendors, subcontractors and tenants certificates, whatever combination they carry.
Pricing depends on how many vendors 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 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.
Score every tracked vendor compliant or non-compliant in the same system.
The spreadsheet template this software replaces, and where it stops being enough.
