COI Tracking for General Contractors and Construction Teams

Contractor COI tracking software is a purpose-built compliance system that collects certificates of insurance from subcontractors, uses AI OCR to extract policy numbers, limits, and dates from ACORD 25 forms, cross-checks coverage against trade-specific templates, alerts your team before renewals are due, and halts payments when insurance expires.

General contractors track COIs to verify that subcontractors maintain active General Liability, Workers' Compensation, Commercial Auto, and Umbrella coverage. If an uninsured subcontractor causes property damage or suffers a jobsite injury, the financial liability falls directly onto the general contractor's policy, resulting in massive deductibles, higher loss runs, and premium increases.

During annual workers' compensation and general liability insurance audits, the carrier auditor reviews your 1099 vendor disbursements. If you cannot produce a valid certificate proving the subcontractor had active coverage during the work period, the auditor reclassifies 100% of those subcontractor payments as direct W-2 payroll under your policy, generating surprise premium penalty bills that can exceed tens of thousands of dollars.

No. The ACORD 25 explicitly states on the top banner that it confers no legal rights upon the certificate holder. To guarantee enforceable coverage, the subcontractor's insurer must issue formal endorsement riders—such as ISO form CG 20 10 (ongoing operations) and CG 20 37 (completed operations)—or include blanket contractual endorsement wording.

CG 20 10 covers liability arising out of ongoing operations while the subcontractor is actively performing work on your site. CG 20 37 covers completed operations (the products-completed operations hazard), protecting your company from claims that occur after the job is finished and handed over (e.g., plumbing leaks or structural defects emerging months later).

SubDoc generates a passwordless, secure magic link for each vendor. Subcontractors can drag and drop their ACORD 25 and endorsement PDFs directly, or forward the link to their insurance broker with one click. Brokers upload the document without creating accounts, eliminating email chasing and attachment clutter.

When a certificate is uploaded, SubDoc's AI OCR scans the document in under 5 seconds, extracting policy numbers, issuing carriers, effective/expiration dates, and all coverage limits. It compares these extracted values against your trade template (e.g., Roofing vs. Painting) and displays a side-by-side audit view for instant approval or rejection.

SubDoc provides an automated payment hold workflow. Non-compliant or expired vendors are flagged in red. With one click, your accounting team can export a CSV payment hold list for QuickBooks, Sage or another accounting system to freeze check disbursements until valid documentation is uploaded.

Yes. SubDoc features 1-click Google Calendar sync. Policy expiration dates are synchronized directly into your Google Calendar, triggering native push notifications on iOS and Android 30, 14, and 7 days prior to lapse so superintendents can address compliance before letting trades onto the jobsite.

Legacy enterprise systems (myCOI/Illumend, TrustLayer, Procore) require annual contracts starting at $3,000 to $10,000+ per year plus per-certificate fees. SubDoc is self-serve: a Free tier for up to 3 vendors, $20/month for up to 100 vendors, and $55/month for unlimited vendors with full AI OCR, automated reminders, and payment holds.