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COI tracking for
Owners hold you responsible for every contractor that touches the building.
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Your prime contract makes you responsible for every sub on site.
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GCs and property managers won’t let you on site without a current Certificate of Insurance.
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Cleaners, HVAC techs, security, pest control, vending — every recurring service vendor needs an active COI on file.
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Franchisors and corporate insurance teams audit your vendor coverage on a schedule.
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Bond requirements, prime-contract clauses, and your own GL carrier all demand current COIs from every sub.
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Your standard lease requires every tenant — and every contractor a tenant brings on site — to maintain active COIs naming you as Additional Insured.
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The single most expensive insurance failure is the one you didn’t see coming.
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Your contracts require it.
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You don’t have a compliance officer — you’re the cleaner, the bookkeeper, and the person who notices the HVAC service expired.
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The reminder is the product.
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Every event is its own compliance reset — caterer, DJ, florist, photographer, decorator, rentals, security, bartender.
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Stop chasing subcontractors for their public liability certificate by email.
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UK law requires most employers to hold employers’ liability insurance of at least £5m and keep the certificate available.
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Running a job with twenty subbies means twenty insurance certificates on twenty different renewal dates.
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Most UK contractor-compliance tools are heavy accreditation schemes or enterprise platforms.
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Stop chasing contractors for their Certificate of Currency by email.
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Owners corporations engage trades all year — plumbers, electricians, cleaners, gardeners, fire and lift contractors.
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A job with twenty subbies means twenty Certificates of Currency on twenty renewal dates.
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Most Australian contractor-compliance platforms are built for enterprise prequalification.
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Stop chasing contractors for their Certificate of Insurance — or Certificate of Currency — by email.
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Body corporates engage trades all year — cleaners, gardeners, lift, fire-protection and building-services contractors.
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A job with twenty subbies means twenty insurance certificates on twenty renewal dates.
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Most New Zealand contractor-management tools are full health-and-safety platforms.
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Work injury compensation and public liability cover expire on their own dates — and a lapsed certificate can stall a project or breach a contract.
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Clients, landlords and BCA registration all want current public liability cover from your contractors.
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A project with twenty subcontractors means dozens of insurance certificates on different renewal dates.
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Most contractor-compliance platforms in Singapore are enterprise prequalification systems.
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Main contractors, councils and landlords all want current public liability cover from the contractors they engage.
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Employers’ liability isn’t compulsory by law in Ireland, but nearly every main contract and public body demands it.
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Running a job with twenty subcontractors means twenty insurance certificates on twenty renewal dates.
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Most contractor-compliance tools are heavy accreditation schemes or enterprise platforms.
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Your board is volunteer-run, but the association still owns the liability for every contractor on the property.
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A condominium shares walls, roofs, and elevators — and an uninsured contractor’s accident on any of them can be pushed onto the association’s master policy.
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Scaling a rental portfolio means hiring more contractors, more often — and as the owner, you carry the liability when one turns out to be uninsured.
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Active job sites run on subcontractors, and your lender and GC won’t let work start without proof they’re insured.
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Multi-tenant assets bring a constant stream of service vendors and tenant-improvement contractors, and asset managers and lenders expect proof they’re all insured.
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Apartment operations run on a rotating cast of vendors, and one uninsured crew is enough to turn a resident injury into a claim on your policy.
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Self-storage sites often run lean or unmanned, so an expired vendor policy can sit unnoticed for months.
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A shopping center packs heavy foot traffic and a rotating roster of maintenance vendors, and one uninsured crew can turn a slip-and-fall into a claim on the center’s policy.
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Office buildings run on long service contracts — elevator, HVAC, cleaning — and tenants and lenders expect proof each vendor is insured.
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Student housing crams a year of vendor work into turnover week, and a single missing COI is easy to lose in the rush.
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Senior and assisted-living communities serve vulnerable residents, which makes an uninsured vendor a serious exposure.
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A manufactured-home community spreads vendor work across a large lot — septic, tree, road, and utility crews — and the owner carries the liability when one is uninsured.
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Retail, office, and residential under one roof means vendors with wildly different risk profiles and renewal dates.
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Industrial and warehouse tenants bring in heavy-equipment vendors and large-footprint roofing and paving work, often at higher coverage limits.
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General contractors and property managers won’t schedule your electricians without a current Certificate of Insurance naming them as Additional Insured.
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Whether it’s a GC on new construction or a property manager approving a service contract, they want a current Certificate of Insurance before your trucks roll.
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Roofing sits in a high-risk insurance class, and GCs and manufacturers won’t let you start without a current Certificate of Insurance.
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Facilities teams and property managers need a current Certificate of Insurance on file before your HVAC techs get keys or badges.
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GCs and property managers screen for a current Certificate of Insurance before they award the job.
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HOAs, property managers, and municipalities want a current Certificate of Insurance naming them before your crews touch the property.
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Property managers and building owners want a current Certificate of Insurance naming them before your cleaning crews get access.
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Commercial accounts — restaurants, warehouses, property managers — want a current Certificate of Insurance on file before your technicians service the site.
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Tree work sits in one of the highest-risk insurance classes, and municipalities, HOAs, and property managers demand a current Certificate of Insurance before your crews arrive.
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HOAs, hotels, and apartment complexes want a current Certificate of Insurance naming them before your techs service their pools.
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Property managers, retailers, and municipalities want a current Certificate of Insurance in hand before winter — slip-and-fall exposure makes it non-negotiable.
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GCs and property managers won’t schedule your flooring installers without a current Certificate of Insurance naming them.
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GCs on commercial and site work won’t let concrete crews mobilize without a current Certificate of Insurance naming them.
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On commercial curtain wall and storefront jobs, GCs won’t let your glazing crews start without a current Certificate of Insurance naming them.
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From the linen service to the pool contractor, dozens of outside vendors work your property every week.
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When you operate multiple hotels, restaurants, or venues, each location hires its own vendors — and a lapse at any one of them exposes the whole group.
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Security firms, DJs, and outside promoters all bring risk onto your floor.
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You subcontract bartenders, rent equipment, and pull in staffing agencies for big events.
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Running one truck or a fleet, you depend on commissary kitchens, propane suppliers, and event bookings — and everyone in that chain asks whether the others are insured.
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Between the canning line, the distributor trucks, and the entertainers in your taproom, plenty of outside vendors move through your brewery.
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Harvest labor, mobile bottling, and the wedding vendors in your tasting room all bring risk onto the estate.
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Janitorial, security, refrigeration, and display installers rotate through every store you run.
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Refrigeration techs, floor-care crews, cart retrieval, and in-store demo companies all work your aisles.
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Independent trainers, contract instructors, and equipment techs all operate inside your space.
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Booth-rental stylists, contract estheticians, and massage therapists work under your name on their own policies.
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Every wedding brings a new cast of outside vendors onto your property.
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Grounds crews, banquet caterers, and pool and tennis contractors keep the club running.
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You subcontract staging, rigging, AV, and security for every show.
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From the cleaning crew to the sharps hauler, every outside vendor in your practice is a liability you carry until their coverage lapses.
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Every contractor who touches your operatory — equipment techs, sterilization and waste haulers, the after-hours cleaning crew — is a liability you carry until their policy lapses.
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A hospital campus runs on outside vendors — renovation crews, linen and laundry, food service, medical-gas suppliers, security.
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High patient volume, multiple sites, and a rotating bench of service vendors — that’s the recipe for a certificate slipping through the cracks.
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Grooming, boarding, crematory transport, biohazard waste, equipment service — a clinic leans on outside vendors who handle animals, drive, and work on your premises.
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Your caregivers and contractors go into clients’ homes and drive between them, often as 1099s or through staffing partners.
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Buses for field trips, caterers, playground maintenance, and the music or gym instructor who visits each week — every outside vendor near the children is a liability you carry.
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Athletic coaches, bus operators, caterers, facilities contractors, field-trip vendors — a school runs on outside help, and your board and insurer expect every one of them to carry current coverage.
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A campus hires vendors by the hundred — construction crews, dining and catering, event production, research service techs — and each department books its own.
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Event caterers, repair contractors, buses for trips, rental companies for the fellowship hall — a congregation hosts and hires constantly, often through volunteers who rotate out.
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Fundraisers, program contractors, facility work, transport for participants — a nonprofit hires broadly on a thin staff, and funders often expect proof your vendors are insured.
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Art handlers and installers, security, cleaning, and event caterers all move through your galleries — often around irreplaceable work and the public.
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Rigging and staging crews overhead, touring productions in and out weekly, security and catering for every house — a venue’s risk lives with its vendors.
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Yoga and martial-arts instructors, party rentals, sports leagues, cleaning and maintenance — a community center is a revolving door of independent vendors and the public.
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Every owner-operator you lease on carries their own auto and cargo policy — and every broker you haul for wants proof yours is current.
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A 3PL lives and dies on the vendors moving freight through its docks — drayage carriers, temp crews, forklift techs.
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Millwrights on the line, sanitation crews overnight, scrap haulers at the dock — a plant runs on outside contractors.
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Buildings won’t let your crew past the loading dock without a current certificate, and the owner-operators and day-labor helpers you bring on carry their own.
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Clients won’t let a placement start until your certificate is in their system, and the sub-tier suppliers and 1099 contractors you place carry their own.
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Properties won’t let your officers stand post without a current certificate, and the subcontracted firms and off-duty patrols you deploy carry their own.
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You win a national account, then dispatch local HVAC, electrical and janitorial subs to hundreds of sites.
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Car haulers on the lot, mobile detailers between rows, service-sublet techs in the bays — a dealership runs on outside vendors.
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Tunnel equipment techs, detailing subs, chemical and grounds vendors — the crews that keep a wash running aren’t on your payroll, they’re on their own policies.
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Dock builders, hull divers, fuel delivery and repair contractors all work your waterfront on their own policies — and your port authority or municipal landlord wants proof yours is current.
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Turf and irrigation crews on the grounds, caterers and rental vendors at the clubhouse, techs on the fleet — a course runs on outside contractors.
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Lift and snowmaking techs, shuttle owner-operators, rental and event contractors — a mountain runs on seasonal vendors, each on their own policy.
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Septic pumpers, tree crews, activity operators and camp-store suppliers all work your park on their own policies.
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Gear houses, picture-car and transport vendors, stunt and effects crews — a shoot pulls in dozens of vendors on their own policies, and every location and studio wants proof yours is current before you roll.
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Spreadsheets don’t email you when a policy expires.
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Compliance breaks the moment one vendor’s policy quietly expires.
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Managing dozens of vendors means dozens of renewal dates you didn’t set.
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As the GC or prime, an expired sub means an uncovered sub — and the loss rolls up to you.
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Certificates arrive by email, then get lost by email.
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Being named additional insured only protects you while the vendor’s policy is active.
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An expired workers’ comp certificate can shift an injured worker’s claim onto your policy — or stop a job cold.
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A spreadsheet can hold a date, but it will never email you when that date arrives.
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Reminders are only useful if they fire without you remembering to set them.
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Every vendor policy has an expiration date you didn’t choose and won’t remember.
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Asking a vendor for an updated certificate shouldn’t mean drafting the same email over and over.
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General liability is the coverage almost every contract requires — and the one most likely to lapse between jobs.
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Proof of insurance is only proof while the policy behind it is active.
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Managing certificates of insurance is really three jobs: collect them, track their dates, and renew them on time.
Read moreA Certificate of Insurance documents that a vendor carries the coverage your contract requires — usually a mix of General Liability, Workers Compensation, and sometimes Commercial Auto. If a claim happens during a coverage gap, the vendor’s policy can’t respond — and the loss can fall back on your account.
Tracking each policy’s expiry date is half the job. The other half is the renewal workflow: noticing the expiration is coming up, emailing the vendor for the new cert, getting the broker’s reply, and filing it. A spreadsheet doesn’t help with any of that. Read the full workflow guide →
COI Tracker is built around exactly this loop. Add a vendor, record the expiry date, store the PDF, and the app emails you 30 / 14 / 7 days before it lapses. When you’re ready to renew, click “Request Update” and we email the vendor for the new cert.
More reading: 12-item vendor COI audit checklist · When the spreadsheet stops working · Free .xlsx template (lead magnet)
COI tracking is the process of collecting and maintaining Certificates of Insurance from every vendor or contractor you work with — so you can prove they carry the coverage your contract or insurance policy requires. The work is record-keeping (vendor name, policy type, expiry date) plus chasing renewals before each policy lapses.
The vendors you track look different depending on what you do. A property manager tracks plumbers, electricians, landscapers, and elevator contractors. A general contractor tracks subcontractors by trade. A restaurant tracks linen services, pest control, and HVAC vendors. The product is the same; the examples and contract clauses are not — which is why each industry page exists.
No. All industries use the same app. The industry pages exist so you can see examples relevant to your work before you sign up. Once you’re in, you just add the vendors you actually have.
Three things. It stores every vendor’s certificate details and the PDF. It emails you 30, 14, and 7 days before each policy expires so nothing lapses unnoticed. And it lets you request the new certificate from the vendor in one click — the vendor replies, you upload the new PDF, the expiry date refreshes, and reminders restart.