When general contractors evaluate automated Certificate of Insurance (COI) tracking solutions, they frequently compare SubDoc with myCOI (recently rebranded as illumend).
While both platforms replace manual spreadsheets and automate insurance certificate workflows, they represent two different operational models. myCOI operates as a managed service, routing uploaded certificates to an outsourced team of human insurance specialists. SubDoc is built as modern self-service software powered by instant AI Optical Character Recognition.
In this guide, we evaluate their verification turnaround times, pricing structures, and vendor submission workflows.
Side-by-Side Comparison: SubDoc vs. myCOI
The table below provides a comprehensive comparison of core capabilities, turnaround speeds, and pricing structures:
| Feature / Dimension | SubDoc AI Platform | myCOI (illumend) |
|---|---|---|
| Primary Operational Model | Automated self-service software powered by AI OCR | Tech-enabled managed service with human review teams |
| Verification Turnaround Time | Instant (under 5 seconds with AI optical character recognition) | 2 days to 2 weeks (human review queue backlog) |
| Pricing & Contract Structure | Published: Free ($0 up to 3 subs); Pro from $20/mo ($14/mo intro; $96/yr annual) | Custom per-vendor quotes (~$75 to $100 per vendor/year) |
| Free Plan Availability | Yes (Free Forever for up to 3 active subcontractors) | No free tier (requires sales demo & custom annual contract) |
| Subcontractor Upload UX | Passwordless magic upload link; subs delegate to brokers in 1 click | Vendor portal login account & broker email outreach |
| Endorsement Verification | Audits CG 20 10, CG 20 37, and CG 24 04 riders side-by-side with document | Manual review by licensed in-house insurance specialists |
| Accounting & Payment Holds | 1-click CSV payment hold exports for QuickBooks, Sage, and Yardi | Procore Pay, Viewpoint Vista, & custom ERP sync |
| Setup & Implementation Lead Time | Self-service in 5 minutes (zero sales calls or setup fees) | 3 to 6 weeks (managed policy onboarding) |
Verification Speed: 5 Seconds vs. 2-Week Review Queues
The operational difference in document verification turnaround is substantial:
SubDoc: 5-Second AI OCR Extraction
- • Instant Optical Reading: Extracts policy numbers, limits, and expiration dates in under 5 seconds.
- • Visual Endorsement Audit: Highlights CG 20 10, CG 20 37, and CG 24 04 riders side-by-side with document previews.
- • Zero Review Queues: Subcontractor approvals happen instantly, preventing job-site mobilization delays.
myCOI: Human Review Queue Model
- • Human-in-the-Loop: Certificates are reviewed manually by an in-house team of insurance specialists.
- • Turnaround Latency: Reviews take 2 days to 2 weeks during peak renewal cycles (January/July).
- • Project Bottlenecks: Trade contractors cannot mobilize on site while waiting in review backlogs.
Pricing Transparency: Flat Plans vs. Per-Vendor Fees
myCOI operates on a custom enterprise pricing model, charging general contractors approximately $75 to $100 per vendor per year alongside custom annual setup fees. For a contractor managing 100 active subcontractors, software costs frequently reach $8,000 to $15,000+ per year.
SubDoc provides 100% transparent, published flat pricing:
- Free Forever Plan: Track up to 3 active subcontractors at $0 forever with complete AI OCR extraction.
- Pro Tier: Starts at $20/month ($14/month intro for the first 3 months; $96/year annual) with unlimited document storage and automated renewal emails.
- Zero Subcontractor Fees: Subcontractors and insurance agents never pay a penny to submit paperwork.
1-Click Accounting Payment Holds: QuickBooks, Sage & Yardi
SubDoc maintains real-time compliance records and generates 1-click CSV payment hold exports tailored specifically for:
- QuickBooks Online & QuickBooks Desktop: Match vendor records and flag accounts payable holds automatically.
- Sage 100 Contractor & Sage 300 CRE: Lock progress payment check runs on expired trade subcontractors.
- Yardi Voyager & MRI Software: Prevent paying unverified building vendors.
Decision Guide: Which Platform Fits Your Business?
- Choose myCOI (illumend) if: You are a large enterprise contractor that wants to outsource compliance verification entirely to a third-party managed human review team and has an annual software budget exceeding $10,000+.
- Choose SubDoc if: You are a general contractor, trade builder, or property manager who wants immediate software control, 5-second AI OCR extraction, passwordless broker magic links, and 1-click QuickBooks/Sage payment holds with zero sales calls.