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Certificate of Insurance Tracking
Your resource for solving COI tracking challenges.
A certificate of insurance (COI) is a summary, usually prepared by an insurance agent or broker, of coverage a business says it carries. It is the document property teams, general contractors, and vendor managers file when a contract requires proof of insurance. It is not the insurance policy. A sentence on the certificate does not rewrite the policy, and a PDF in a folder does not mean anyone compared it with the contract.
Certificate of insurance tracking is the ongoing work of keeping those summaries current. You collect a certificate from each vendor or subcontractor, check it against the requirement that applies to that contract or site, watch the dates, and report who is current, who is expired, and who never sent anything. The job starts again every time a policy renews or a new company is allowed on site. If the form itself is hard to parse, start with how to read a certificate.
People searching for COI tracking software are usually trying to get that cycle out of a spreadsheet and a shared inbox. Software can help when the list is large or several people touch it. The harder part is knowing what “done” means before you sit through demos. What COI tracking is walks through the work. How to compare software is a criteria list and a named set of vendors, not a ranking. Each of those names has a fact sheet that cites a public page and marks what we could not tell. Pricing questions explain how quotes are usually built. This site does not sell a subscription, take a demo request, or publish a price for a COI Tracker product.
COI Tracker is an editorial resource. The site is being rebuilt as plain HTML after the previous application host was taken offline. Older addresses are not folded into this homepage. A URL is added when it has its own page, so search equity is mapped on purpose rather than dumped onto the root.
What solving COI tracking usually means
Four jobs, repeated for every vendor who must carry insurance under your contract. The definition guide explains each one.
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Collect
Ask the vendor or their agent for the certificate and file it against the right contract, site, or project.
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Verify
Compare coverage types, limits, dates, and the certificate holder with your requirements. A file on disk is not a review.
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Renew
Watch each required policy’s end date and request a replacement before that line lapses.
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Report
Show stakeholders who is compliant, who is expired, and who has not responded.
Guides on this site
Practical pages for the tracking problem and for people evaluating tools other companies sell. Editorial, not sponsored.
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Guide
What is COI tracking?
Definition, the collect-verify-renew-report lifecycle, why spreadsheets fail, and who ends up owning the list.
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Guide
Vendor COI
What to request from a vendor, what to check when it arrives, and a renewal checklist. Not legal advice.
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Guide
How to read a COI
Certificate holder, dates, limits, and producer. What the form shows, and what it does not prove.
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Guide
Subcontractor COI
Who requests a project certificate, what to send, and the gaps that show up before site access.
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Template
Spreadsheet columns
A column list and date formulas you can build yourself. A downloadable file is not posted yet.
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Comparison
How to shortlist software
Dated evaluation criteria and fair name references. No scores, no hands-on tests, and no invented prices.
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Fact sheets
Named vendors, page by page
What each shortlist vendor’s public page claims, and which evaluation criteria are still unknown.
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Buying
Pricing, without dollar amounts
How COI tracking quotes are usually structured, what drives cost, and what to ask before you sign.
When you are already doing the work
Request, review, renew, or place the same cycle on a construction job. The management page explains the software category. It is not a ranking.
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Request
Request letter
Wording you can adapt for a vendor or a subcontractor. Not a contract clause.
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Verify
Verification checklist
What to compare on the certificate, and what the form still does not prove.
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Renew
Renewal process
Cadence, escalation, and what to keep when a new certificate replaces the old one.
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Construction
Projects and subcontractors
Site access, lower-tier certificates, and renewals that fall in the middle of a job.
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Category
COI management software
What the category is for. Synonyms share this page. It does not pick a product.
Who this is for
The same certificate problem shows up in different departments:
- Property and facility teams collecting COIs from vendors who work in a building.
- General contractors and construction managers collecting subcontractor certificates before someone is allowed on a job.
- Procurement and vendor-management teams onboarding suppliers.
- Risk managers who get the question only after a claim or an audit.
- Schools, campuses, and public agencies that bring outside contractors on site.
If you are the vendor who has been asked to send a certificate, your agent or broker is the party that issues it. This site explains the requester’s side of the process. It does not sell insurance and it does not issue certificates.