Skip to content
COI Tracker
Start free
COI tracking · Hotels

COI tracking built for hotels

From the linen service to the pool contractor, dozens of outside vendors work your property every week. If one of them is uninsured when a guest gets hurt, the claim can follow the hotel — not the vendor.

Start freeView pricing

3 vendors free · Plans from $29/mo · Setup in 2 minutes · No credit card

The job

Where this gets hard

One uninsured contractor can pull a guest claim onto your policy

A slip by the pool or a burn in the kitchen becomes your problem the moment the responsible vendor’s liability policy has lapsed. Automated 30/14/7-day reminders keep every certificate current before it can expire.

Ownership groups and brand auditors want proof, not a promise

Flag inspections and management-company reviews ask to see a current COI for every service partner. Filter the dashboard by status and export a CSV — proof of coverage in one click, on every plan including Free.

Renewals scatter across a front-desk inbox nobody owns

Certificates arrive as email attachments and get lost between shifts. COI Tracker stores each uploaded PDF or photo in one private dashboard so the certificate is never buried in someone’s inbox.

Typical vendors hotels track

Examples we see in this dashboard

  • Linen & laundry services
  • Pool & spa maintenance contractors
  • Valet & parking operators

How COI Tracker handles it

  1. 1Add each vendor with name, email, certificate type, and expiry date — or bulk-import a spreadsheet on Growth+.
  2. 2Upload the certificate PDF on each row. Files are stored privately and surfaced through short-lived signed URLs.
  3. 3Get reminders 30, 14, and 7 days before each expiry. Click “Request Update” to ping the vendor for the new cert.
Try it with your first 3 vendors free

FAQ — Hotels

Which vendors should a hotel track COIs for?

Any outside party working on the property: linen and laundry, pool maintenance, valet, banquet caterers, elevator and HVAC techs, landscapers, and entertainment. Add a vendor row for each and set its certificate expiry — reminders handle the rest.

How do I chase a vendor whose certificate is about to expire?

Click "Request Update" on the vendor’s row and COI Tracker emails them from your name asking for a fresh certificate. They reply, you upload the new PDF, the expiry date refreshes, and reminders restart.

What coverage do hotels usually require from vendors?

General Liability is standard, plus Workers Compensation for on-site labor and Auto Liability for anyone driving on the property. You decide the requirement and review each certificate — COI Tracker stores it and reminds you before it lapses.

Can I run more than three vendors?

The Free plan tracks 3 vendors. Most hotels outgrow that fast, so Starter at $29/mo lifts the limit and Growth at $59/mo adds CSV import to bulk-load an existing vendor spreadsheet.

Not legal or insurance advice. Verify your specific contract and policy requirements with a licensed broker or attorney.

Go deeper

Reading worth your time

Also covered

Same product, different industries.

Ready to take vendor compliance off your plate?

3 vendors free, no credit card required. Upgrade only when you outgrow it.

Start freeSee pricing