Commercial Certificate of Insurance Tracking Platform
The complete COI tracking software for contractors & compliance teams
Stop chasing paperwork and carrying uninsured risk. SubDoc collects vendor documents, reads ACORD 25 coverage in about 5 seconds with AI OCR, chases expirations for you, and places accounts-payable holds on non-compliant vendors.
Free forever up to 3 vendors Zero subcontractor upload fees Live workspace in 15 minutes
SubDoc's real-time compliance dashboard tracks every vendor's insurance status, missing endorsements, and upcoming expiration dates.
Managing Certificates of Insurance (COIs) is tedious work. Most teams still do it with manual data entry, long email threads, and a spreadsheet. The goal is simple: confirm that every vendor and subcontractor is properly insured before they start work.
The manual approach carries real financial risk. If your spreadsheet is out of date and an uninsured subcontractor damages property or injures a worker on your jobsite, the liability falls on your company. Missing COIs also cause problems at audit time. During an annual workers' compensation premium audit, any sub without a verified certificate can be reclassified as your employee, which raises your premium retroactively.
COI tracking software removes that risk. It handles the full compliance lifecycle, from the first document request to the final accounting payment hold.
Why Spreadsheets Are Failing Your Compliance Program
If you are tracking COIs manually, your organization is likely exposed to three recurring points of failure:
Silent coverage lapses: A spreadsheet cannot email a broker 30 days before a policy expires. When a busy team misses a renewal date, the contractor keeps working uninsured.
Missed policy endorsements: A Certificate Holder line on an ACORD 25 does not prove the carrier issued an Additional Insured (CG 20 10) or Completed Operations (CG 20 37) endorsement. Checking each one by hand takes time.
Audit penalty exposure: At a premium audit, any subcontractor without a verified COI on file is treated as your employee. Your workers' comp premium then goes up retroactively.
Operational Workflow
How SubDoc Automates the COI Lifecycle
A structured 5-step workflow designed to replace spreadsheets, automate document review, and eliminate manual chasing.
Stage 01: Passwordless Magic Links
Invite Vendors & Brokers
Zero Vendor Friction
Send secure, one-click upload links straight to subcontractors or their brokers. Vendors upload PDFs in under 60 seconds. There is no account to create, no password to remember, and no portal fee to pay. That removes the main reason vendors stall during onboarding.
Key Highlights
Passwordless email & SMS delivery
1-click broker delegation link
Customizable trade requirement rules
Free vs Paid COI Tracking Software: The Cost Analysis
Tracking certificates of insurance used to mean one of two things: buy enterprise software on a multi-year contract, or make your subcontractors pay to join a prequalification network. Newer tools use transparent, self-service pricing and a free tier instead. Here is how the main pricing models work in 2026.
The Enterprise “Outsourced” Model (myCOI, TrustLayer)
“Managed review” platforms use human insurance specialists to read your documents. That labor is bundled into the price, so the cost is high — typically $5,000 to $10,000+ per year on an annual contract. It fits large national organizations with complex corporate insurance requirements they do not want to manage in-house.
The Network “Pay-to-Play” Model (ISNetworld, Avetta)
Heavy industrial clients in oil, gas, and chemical often use these platforms. The general contractor or owner pays a licensing fee. The subcontractors pay annual dues too— roughly $399 to $5,000+ per year depending on size — just to submit documents. Small local trade contractors dislike this. Many will decline to bid rather than pay the network fee.
The Transparent SaaS Model (SubDoc)
SubDoc charges a flat subscription based on how many vendors you track, and it is free for your subcontractors. AI reads the documents instead of a human review team, which keeps the price low.
Starter (free): Up to 3 active vendors. Good for very small businesses or a single property manager.
Pro ($20/mo, or $14/mo for the first 3 months): Up to 100 active vendors. Good for regional general contractors, specialty trades, and mid-sized property managers. Includes automated renewal chasing and AI OCR.
Advanced ($55/mo): Unlimited vendors. Good for larger GCs that need high volume and deeper accounting integrations.
5-Second AI OCR Extraction Engine
Automatically parses ACORD 25 certificates, identifying General Liability, Auto, Umbrella, and Workers' Comp limits alongside critical endorsement text.
Product Evaluation
Commercial COI Platform Comparison (2026)
Compare SubDoc against traditional enterprise tools, managed human services, and legacy prequalification networks based on speed, pricing, and vendor friction.
Platform
Pricing Model
Verification Speed
Vendor Upload UX
Endorsements
AP Payment Hold
SubDoc
Best for General Contractors, Specialty Trades & Property Managers
Compliance requirements differ by industry. Here is how COI software adapts to a few common ones.
General Contractors
Requires deep tracking of CG 20 10 and CG 20 37 Additional Insured endorsements. Connects directly to accounts payable to freeze invoices for uninsured subcontractors.
Specialty Trades
Roofing, electrical, and plumbing subs tracking their own sub-tier vendors. Relies heavily on passwordless links since tier-2 vendors refuse to make portal accounts.
Property Managers
High-volume tenant and service vendor tracking (janitorial, landscaping, HVAC). Focuses heavily on automated annual renewal chasing across hundreds of small vendors.
Logistics & Freight
Tracking motor carrier cargo policies and auto liability limits. Requires instant verification to ensure fleet drivers are insured before dispatching loads.
Manufacturing
Vendor and supplier risk management. Focuses on product liability and general liability limits to protect the supply chain against third-party bodily injury claims.
Healthcare Facilities
Tracking medical malpractice insurance and professional liability for independent contractors, visiting nurses, and specialized medical equipment vendors.
COI tracking software is a digital compliance platform that automates the collection, AI OCR verification, expiration tracking, and accounting synchronization of vendor Certificates of Insurance (ACORD 25). It replaces spreadsheets to prevent uninsured jobsite liability and insurance audit penalties.
Start Tracking Certificates of Insurance in Minutes
Eliminate manual tracking errors and protect your jobsites. Start with our free Starter tier or upgrade to Pro for full multi-touch automation and accounting holds.
