COI tracking software that compares the cert to your requirements
Most tools store a PDF and a date. The job is whether the plumber, landscaper, or elevator contractor actually meets what you required — limits, expiration, Additional Insured on the endorsement, not a checkbox on the face of the ACORD 25.
What COI tracking software is for
Property managers, HOAs, and general contractors keep a roster of vendors who must carry insurance. The certificate of insurance is the snapshot you get. Tracking software should tell you who is missing, expired, short on limits, or missing the endorsement you asked for — and help you chase the rest.
If the product only files PDFs, you still own the comparison. That is the part that blows up on a Friday when the owner or lender wants a pack.
Why a spreadsheet is not the product
Excel will hold a filename and a date. It will not notice that Additional Insured is checked on the certificate face and the endorsement was never attached. It will not email the vendor before the policy lapses. When the person who owns the sheet leaves, the system of record leaves with them.
COI Tracker was built for that hated admin: magic-link uploads so vendors never create an account, extraction you confirm, daily status against org or property requirements, and an owner pack when someone asks.
What to demand from the software
Vendors should not need a login. You should set requirements once (and override them per property). Limits and dates can be extracted. Additional Insured, waiver, and primary and noncontributory should never auto-pass from a face checkbox. You confirm the endorsement.
If a vendor is expired, missing, or coming due, the product should help you chase them. When the owner asks, export current COIs and a spreadsheet of who meets requirements.
Questions
- What is COI tracking software?
- Software that collects vendor certificates of insurance, compares them to the limits and endorsements you require, and helps you chase what is missing or expiring.
- Do vendors need an account?
- Not in COI Tracker. They open a magic link, upload the ACORD 25, and they are done.
- Does the AI mark Additional Insured as passed?
- No. Face checkboxes never auto-pass Additional Insured, waiver, or primary and noncontributory. You confirm the endorsement.
Start free with ten vendors. No credit card. Have a messy cert? Bring it.
Start with ten vendors. No credit card.
Create a workspace, add a building, and request the first COI today. Vendors never create an account.