COI tracking software for small contractors
Stop chasing subcontractors for certificates of insurance.
CoiPatrol keeps every sub's certificate of insurance in one place. It shows you what is expiring. It emails the renewal requests for you, before a policy lapses and before the audit.
Free for up to 10 subcontractors. $49 a month for up to 50. The price is on this page.
No sales call. No credit card for the free plan.
A lapsed certificate becomes your problem
A certificate of insurance (COI) is the one-page proof that a subcontractor has insurance. You collect one before a sub starts work. Then the policy renews, or gets cancelled, and the paper in your file goes stale.
A sub can hand you a valid COI on Monday and cancel the policy on Friday. If that sub causes damage or someone gets hurt, the claim can land on your own policy. You end up on the hook and carrying the liability.
Most small firms track this in a spreadsheet and a lot of follow-up emails. Construction managers describe it plainly. Yes, this is how most companies do it. And yes, it is a nightmare.
Missing certificates cost money at audit. Once a year your insurer runs a premium audit. That is the check where they recount your payroll and what you paid subs. If a sub had no workers' comp and you have no current certificate on file, carriers add what you paid that sub to your own premium. The construction insurer BITCO says so on its premium audit page. CoiPatrol's audit export puts every certificate in one file for exactly that moment.
How CoiPatrol works
- Upload the certificate. Drop in the ACORD 25 PDF your sub's insurance agent sent you. ACORD 25 is the standard one-page certificate form almost every US agent uses.
- Check what CoiPatrol read. It pulls out the policy types, policy numbers, limits, and effective and expiration dates. You confirm them with one click. Nothing is saved until you do.
- See every sub at a glance. Green means covered. Yellow means a policy expires within 30 days. Red means expired or missing.
- Let the reminders go out. CoiPatrol emails the sub 30, 14 and 7 days before a policy expires. The emails go out under your company name, using wording you can edit. You get a weekly summary of anything that needs attention.
Made for a small office
Live in 10 minutes, not 10 weeks
No onboarding project. No implementation fee. Sign up, add your subs, upload the certificates you already have.
The price is on this page
Free up to 10 subcontractors. $49 a month up to 50. $99 a month up to 150. Flat pricing, not per vendor. See pricing.
Built for the office admin, not the insurance department
Plain words on every screen. Terms like "aggregate" and "additional insured" are explained where they appear. You do not need an insurance background.
Ready before the audit
Export every sub, policy and expiration date to a spreadsheet in one click. Hand it to your auditor, your lender or the property owner.
Who CoiPatrol is for, and who it is not for
CoiPatrol fits general contractors, specialty contractors, property managers and landlords who work with somewhere between a handful and 150 subcontractors or vendors. Usually one office person handles the certificates alongside everything else.
It is not the right tool if you manage 500 or more vendors, need certificates verified directly with the insurance company, or want a team to review every certificate for you. Enterprise platforms do that well. Our honest comparison of COI tracking software says which ones.
Common questions
What is a certificate of insurance (COI)?
A certificate of insurance is a one-page document, usually on the ACORD 25 form, issued by an insurance agent or broker. It summarizes a policyholder's coverage: insurer names, policy numbers, coverage types, limits, and effective and expiration dates. It is proof that insurance exists, not the insurance itself.
How do I track subcontractor certificates of insurance?
Collect a COI before the sub gets site access, log the coverage types, limits, and expiration dates, verify them against your contract requirements, and request renewals about 30 days before expiry. A spreadsheet works up to roughly 10 to 15 active subs. Past that, dedicated tracking software prevents missed renewals.
What happens if a subcontractor's insurance lapses during my project?
The risk transfers to you. Injury or damage claims can land on your own general liability policy, lapsed subs can fail owner and lender compliance requirements, and construction lenders often withhold draws until valid certificates are back on file.
How far ahead of expiration should I request a renewal COI?
30 days before the policy expiration date is standard. Some firms start at 45 or 60 days for slow-responding subs. Automated reminders at 30, 14, and 7 days are a common cadence.
How much does COI tracking software cost?
Enterprise platforms like myCOI and TrustLayer are quote-only and commonly cost several hundred dollars a month. Small-business tools run roughly $29 to $99 a month. CoiPatrol is free for up to 10 subcontractors and $49 a month for up to 50.
More answers in our guide to what a certificate of insurance is and our subcontractor insurance requirements table.
Stop chasing certificates by hand.
Free for up to 10 subcontractors. No credit card. Paid plans include a 14-day trial with every feature.
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