Certificate of insurance tracking, without the inbox chase
Tracking a COI is not saving the PDF. It is knowing, today, whether each vendor on the property still meets the insurance you required — and who you have already asked.
The job behind “we have the cert”
A certificate of insurance is a snapshot. Policies lapse. Limits change. The Additional Insured you need lives on an endorsement, not on a checked box. If your tracker only answers “did we get a file,” you will find out the real answer when someone asks for a pack.
The daily job is: who is missing, who is expired, who is short, who is coming due, and who has already been chased.
What good tracking looks like
Requirements sit on the organization, with property overrides when a site is stricter. Each vendor is assigned to the buildings they work. Status refreshes every day. You send chase email to vendors who do not meet requirements — not to everyone, every Monday, from a personal inbox.
COI Tracker does that. Vendors upload through a magic link. You confirm what the extraction filled in. When the owner or lender asks, export the current certificates and a spreadsheet of status.
Start with the roster you already have
Import vendors and properties. Set the limits you actually require. Request the first COI. You do not need a new process for the vendors — they never create an account.
Questions
- How often should vendor COIs be tracked?
- Status should refresh every day. Policies lapse on a date, not on your review meeting. Chase before expiration, not after someone is already in the building.
- What should a COI tracker record besides the PDF?
- Limits, dates, Additional Insured wording, which property the vendor works, and whether they meet your requirements — not just that a file arrived.
Create a workspace, add a building, and request the first certificate today.
Start with ten vendors. No credit card.
Create a workspace, add a building, and request the first COI today. Vendors never create an account.