Best COI Tracking Software 2025: Top COI Platforms for Contractors

Certificate of insurance tracking consumes hours of your team’s time every week. You’re chasing down renewals for expired certificates, playing phone tag with vendors, and manually updating spreadsheets that never seem current. Meanwhile, compliance gaps put your company at risk and your insurance coverage in jeopardy.

This manual approach doesn’t scale. When you’re managing hundreds of subcontractors across multiple projects or business partners from whom you acquire products and services, Excel files and email reminders quickly become overwhelming. One missed renewal can shut down a job site or expose you to massive liability, as common COI management mistakes like this can cost companies millions.

Smart companies automate their COI tracking instead of burning staff hours on administrative tasks. According to a 2023 Deloitte study, construction businesses have increased their technology adoption rate by 20%, with the average construction company now using 6.2 digital technologies like AI and Building Information Modeling (BIM) compared to 5.3 the previous year. That’s because modern platforms handle vendor communications, process certificates automatically, and alert you before coverage expires. Your team focuses on managing your core business while the specialized software applications handle insurance compliance management.

But not all COI tracking software is made equal. Some platforms offer basic document storage while others provide AI-powered processing that eliminates manual work entirely. This guide breaks down the leading COI tracking platforms, their real-world performance, and which businesses they serve best. You’ll understand exactly what each solution offers and which one matches your specific needs.

What’s the Best COI Tracking Software?

CertFocus by Vertikal RMS stands out as the best overall COI tracking software for companies that require advanced automation and enterprise-scale performance. The platform’s revolutionary Hawk-I AI technology eliminates manual certificate processing while delivering the accuracy and reliability that organizations across 25 vertical markets count on to achieve 90%+ compliance rates. A 2023 academic research found that 49% of global work activities can be automated by technologies like AI, making platforms like CertFocus by Vertikal RMS essential for staying competitive.

A McKinsey study found that almost two-thirds of all transactional businesses could save 30% of their time by automating processes like manual data entry.

But the right choice depends on what you actually need. Small contractors managing basic certificate volumes don’t need enterprise features and get better value from affordable options like C2COI.

We tested these platforms based on what matters in real operations:

• Automation that actually works: Does the software eliminate manual tasks or just digitize the same tedious process?
• Integration quality: Native connections with Procore, ERP systems, and tools your team already uses every day
• Industry focus: Industry-specific features versus generic solutions
• Performance under load: How platforms handle thousands of certificates without slowing down
• Implementation reality: Real setup time, training equipment, and ongoing support quality
• True cost analysis: What you actually pay including hidden fees, setup costs, and staff time savings

Top COI Tracking Software Platforms Reviewed

Choosing the right COI tracking software can transform your insurance compliance process from a manual headache into an automated system that protects your projects and reduces risk. We’ve evaluated the leading platforms based on automation capabilities, integration options, user experience, and proven results across dozens of industries. Here’s our comprehensive review of the top COI tracking solutions available today:

1. CertFocus by Vertikal RMS – Best Overall for AI-Powered COI Management

Website: https://www.vertikalrms.com/

Best For: Organizations managing complex insurance requirements who need proven expertise and advanced automation. CertFocus by Vertikal RMS excels for Fortune 500 companies like Ace Hardware, Buffalo Wild Wings, and NASCAR that want to eliminate time and resources previously required for manual certificate management.

CertFocus by Vertikal RMS leads the industry through its revolutionary Hawk-I artificial intelligence technology that automates certificate processing and compliance verification. Market leaders across many industry verticals trust Vertikal RMS to manage their complex insurance tracking requirements across multiple business units and thousands of business partners.

Key Features:

• Hawk-I AI technology: Automatically reads, interprets, and validates certificate data with human-level accuracy.
• Automated data integration: Bi-directional data transfer via open API updates your ERP, AP, and vendor management systems in real-time.
• AM Best guide integration: Automatically confirms that insurance carriers meet your minimum rating thresholds and certificate of insurance requirements, alerting you when ratings drop.
• Unlimited storage and reporting: Unlimited document storage with auto-generated, exportable reports in PDF, Excel, or CSV formats.
• Full-service or self-service options: Choose between complete managed service or software-only solutions based on your needs.

Pros:

• Hawk-I AI automation reduces manual processing time by up to 90%
  Increases COI compliance to over 90%
• A dedicated Client Success Manager and specialist team provide ongoing support
• Faster implementation than full-service competitors with customizable service levels
• Real-time compliance monitoring with automated notifications and follow-up

Cons:

• May offer more comprehensive features than smaller companies require
• Requires coordination for complex workflow integrations, like any enterprise platform

2. MyCOI – Best for High-Volume Certificate Management

Website: https://mycoitracking.com/

Best For: Companies across multiple industries that need to manage substantial volumes of certificates and prefer a platform with both automated features and human expert support. Best suited for organizations that don’t require advanced AI automation or specialized construction industry integrations.

MyCOI has operated since 2009 as a certificate of insurance tracking provider focused on helping businesses avoid uninsured claims and compliance failures. The company has over 15 years of experience in insurance technology and offers both AI features and human expert support for COI management. MyCOI serves multiple industries and is a popular solution for companies processing low cost sensitivity.

Key Features:

• illumend AI technology: Basic artificial intelligence tools that identify expired certificates and send renewal notifications.
• Certificate Hub: Centralized storage system for organizing insurance documents and vendor information.
• Communications Director: Automated workflow system for managing vendor communications.
• Insurance Pro expert team: Staff insurance professionals available for compliance guidance.
• Agent portal: Platform section designed for insurance agents to handle renewals.

Pros:

• Saves admin time on COIs through automation features
• Cloud-based platform with multiple compliance features
• Handles certificate renewals and vendor follow-up automatically
• Long-standing presence in the COI tracking market

Cons:

• Some users report slower review times during busy periods
• Platform targets higher-volume users rather than small businesses
• Limited integration options compared to enterprise-focused solutions
• The component pricing approach makes it one of the more expensive options available in the marketplace.

3. SmartCompliance – Best for Enterprise Multi-Industry Management

Website: https://smartcompliance.co/

Best For: Brokers, insurance consultants, risk managers, and small to medium-sized businesses across multiple industries who need customizable compliance workflows and comprehensive reporting.

SmartCompliance was created in 2010 by JBKnowledge to help risk management professionals organize their documents and manage compliance more effectively. The platform serves multiple industries, including commercial property management, hospitality, government, banking, healthcare, construction, and retail, with both full-service and self-service options for COI tracking and compliance management.

Key Features:

• Optical character recognition technology: OCR system converts handwritten or typed paper documents into digital copies for automated data extraction.
• Customizable compliance rules: Allows businesses to set custom compliance thresholds and track requirements specific to their industry.
• Risk insights and analysis reporting: Provides detailed analytics and reporting features for compliance status and potential risk identification
• Multi-user collaboration platform: Allows vendors and multiple parties to upload documents directly while allowing customized access controls.
• API integrations: Connects with various applications, including FranConnect, BILL, SSO via Azure AD and Okta, and Procore Technologies.

Pros:

• Serves diverse industries with customizable workflows and compliance requirements
• Modern dashboard design with real-time compliance visibility
• Strong reporting capabilities with forever data storage for existing customers
• Good customer support with 24-hour response times and live chat options

Cons:

• Some users report occasional system downtime and technical issues
• OCR is an outdated technology for COI data extraction and may require manual data entry corrections for certain document formats
• Initial setup and configuration can be time-intensive due to customization options

4. Jones – Best for Real Estate and Construction Focus

Website: https://getjones.com/

Best For: Small to medium-sized real estate and construction companies handling 500 to 5,000 certificates that need industry-specific compliance features and fast processing times.

Jones is an AI-driven software company founded by Omri Stern and Michael Rudman that focuses specifically on helping real estate and construction firms manage insurance risk across properties and projects. The company recently raised $15M in Series B funding and has scaled to over 25,000 real estate properties and construction projects across more than 2.5 billion square feet in the United States.

Key Features:

• The Jones Network: Database of pre-populated insurance certificates and contacts from over 30,000 vendors speeds up construction prequalification and procurement.
• AI-powered two-phase verification: Machine learning combined with human compliance experts for automated COI processing and compliance validation.
• Bi-directional ERP integrations: Native connections with Procore, MRI software, Viewpoint Vista, and Building Engines for seamless workflow integration.
• Insurance policy verification: Advanced feature that flags and interprets exclusionary language in insurance policies to mitigate costly third-party claims.
• Automated gap resolution: System identifies compliance issues and triggers detailed email requests for updated certificates with specific coverage explanations.

Pros:

• Industry-specific design tailored for real estate and construction compliance needs
• Fast COI reviews
• Strong integration capabilities with major construction and property management platforms
• Claims a 90%+ audit accuracy rate with comprehensive service-level agreements

Cons:

• Focused on real estate and construction industries and lacks versatility for other sectors
• Limited track record with less established market presence compared to legacy providers
• No self-service option available, requiring full-service engagement

5. Billy – Best for Construction Integration With Procore

Website: https://billyforinsurance.com/

Best For: Construction companies already using Procore that need seamless COI compliance integration within their existing project management workflows.

Billy is an all-in-one construction insurance platform designed specifically to simplify COI management in the construction industry. The company focuses on construction-specific workflows and offers tailored solutions that align with project timelines and compliance requirements. Billy is trusted by ENR’s top 20 General Contractors, Home Builders, and owners to track subcontractor insurance requirements and manage compliance in real-time.

Key Features:

• Procore side panel integration: Two-way integration that syncs COI compliance data directly within the Procore dashboard with real-time updates and automated alerts.
• ProcorePay workflow integration: Embeds compliance tasks into payment workflows, preventing payments to non-compliant vendors.
• Construction-specific document management: Handles COIs, surety bonds, W-9s, and business licenses all in one centralized platform.
• Fast COI audit process: Professional insurance experts complete COI reviews within 24 business hours with comprehensive compliance verification.
• Multi-platform ERP connections: Integrates with Sage 300, Viewpoint Vista, JD Edwards, CMiC, Autodesk, and DocuSign for seamless financial operations.

Pros:

• Purpose-built for construction industry workflows and project management needs
• Strong Procore integration allows compliance management without leaving familiar
• Users report up to 80% time reduction through automation processes and integrations
• Dedicated customer support with a comprehensive onboarding process led by industry experts

Cons:

• Limited to the construction industry, lacking versatility for other business sectors
• May require initial setup time for full integration with existing construction management systems
• Newer platform with less established market presence compared to legacy COI tracking providers
• Customization options may be limited compared to more generalized compliance platforms

6. BCS – Best for Full-Service COI Management

Website: https://www.getbcs.com/

Best For: Best for companies across multiple industries that need comprehensive vendor screening beyond basic COI tracking.

Business Credentialing Services has operated since 2008 as a comprehensive third-party screening and compliance company. BCS is known for being one of the most popular COI tracking companies that combines AI technology with expert review to manage certificates of insurance across multiple industries. The company offers both self-service software and full-service solutions with US-based analysts handling the entire compliance process.

Key Features:

• AI-powered riskbot technology: First COI tracking company to release an insurance tracking AI agent that reviews both certificates and endorsements automatically.
• Comprehensive vendor network: Database of over 78,000 active vendors with pre-verified insurance profiles and compliance history.
• Full-service analyst support: US-based insurance experts collect, review, and correct documents while tracking expiration dates and compliance changes.
• Multi-industry integration: Connects with Procore, MRI, Yardi, and other enterprise systems through open API for real-time data synchronization.
• Complete credentialing suite: Beyond COI tracking, handles vendor licenses, W-9 verifications, financial background checks, and safety compliance.

Pros:

• Clients report saving 15–20 hours per week on compliance management through automation and full-service support
• 95% client retention rate with US-based customer service and multilingual analyst support
• Free version available for small companies with limited budgets along with scalable enterprise options
• Unlimited users at no extra cost with both self-service and full-service options

Cons:

• Full-service implementation can take 6–8 weeks compared to faster self-service alternatives
• Comprehensive feature set may be overwhelming for companies with simple COI tracking needs
• Premium pricing for full-service options may exceed budgets for smaller organizations

7. C2COI – Best for Budget-Conscious Small Businesses

Website: https://c2coi.com/

Best For: Small contractors, insurance brokers, and property managers who need basic COI tracking functionality without enterprise-level complexity or pricing.

C2COI is a user-friendly, cloud-based certificate of insurance management and tracking system designed to simplify COI tracking across industries. The platform is a cost-effective SaaS solution that supports ACORD-form uploads and delivers essential notifications to help businesses avoid audit risks. C2COI was built by contractors for contractors, insurance brokers, property managers, and other industries looking for affordable compliance solutions.

Key Features:

• ACORD support: Handles standard industry certificate formats with automated document processing and upload capabilities.
• Dashboard overview: Centralized view of all business partners’ COI information with detailed policy tracking and search functionality.
• Automated notifications: Configurable alerts for expiring policies that notify both users and their business partners about upcoming renewals.
• Multi-industry coverage tracking: Manages general liability and other requisite insurance types across contractors, property managers, and vendors.
• 14-day free trial: No-commitment trial period allows businesses to test functionality before purchasing.

Pros:

• Cost-effective pricing structure designed for budget-conscious small businesses and contractors
• Simple, intuitive interface that requires minimal training for new users.
• Quick setup process with immediate access to basic COI tracking functionality
  24/7 online access to certificate validity records and compliance status

Cons:

• Limited advanced features compared to enterprise-focused platforms
  Basic automation capabilities without sophisticated AI technology for document processing
• Fewer integration options with major construction management or ERP systems
• No mention of dedicated customer support or professional services beyond software access

COI Tracking Software Comparison Table

Choosing the right COI tracking software depends on your specific business needs, budget, and technical requirements. This comparison table highlights the key differences between leading platforms to help you make an informed decision.

How To Choose the Right COI Management Platform

You need to match your business requirements with the right platform features to avoid expensive mistakes. The wrong choice can lead to outgrown systems, integration headaches, and vendor insurance compliance gaps that put your project at risk.

Start by evaluating these factors when comparing COI tracking platforms:

• Certificate volume and complexity: High-volume operations benefit from advanced AI integrations like CertFocus by Vertikal RMS and its Hawk-I technology, while smaller businesses can succeed with basic and more affordable platforms like C2COI.
• Industry-specific needs: Construction companies tend to require specialized integrations with Procore or similar project management tools, which makes platforms like Billy or Jones more suitable than general-purpose solutions.
• Integration requirements: Consider whether you need native ERP connections, real-time data synchronization, or basic standalone functionality based on your existing software ecosystem.
• Support and service level preferences: Decide if you want full-service management where experts handle everything, self-service software you manage internally, or hybrid approaches that combine automation with human oversight.
• Implementation timeline and resources: Some platforms offer immediate setup while others require weeks of configuration, so factor in your urgency and available technical resources.
• Budget constraints and ROI expectations: Balance upfront costs against long-term value, considering that advanced automation can pay for itself through reduced administrative time and improved compliance.
• Scalability for future growth: Choose platforms that can accommodate expanding vendor networks, additional projects, and evolving compliance requirements without requiring system changes.

The best platform completely eliminates your current pain points while competitors only reduce them.

COI Software ROI and Cost Considerations

Manual COI tracking drains your budget through hidden costs that add up fast. Research from Harvard Business Review found that manual data input causes workers to spend up to 50% of their time searching for and correcting inaccuracies.

That means that a compliance manager earning $80,000 per year will burn through up to $40,000 worth of time on tasks that COI tracking software like CertFocus by Vertikal RMS handles automatically. Project delays from lapsed subcontractor insurance and claims from coverage gaps cost exponentially more than any software investment.

Companies using advanced platforms like CertFocus by Vertikal RMS eliminate up to 90% of manual processing time, while even basic solutions like C2COI cut the administrative burden significantly. In fact, a Microsoft study found that organizations that embrace automation technologies achieve a 248% three-year ROI and payback periods of less than six months.

Full-service providers like BCS can even replace entire compliance teams with expert analysts, justifying the cost. Include setup fees, data migration, and training time when calculating your total investments.

What Features Should COI Tracking Software Have?

The right COI tracking features determine whether your software streamlines operations or creates new headaches. Essential capabilities handle basic certificate management, while advanced features like AI automation separate leading platforms from basic alternatives.

Look for these core features when evaluating COI tracking platforms:

• Automated certificate collection and renewal reminders: The platform should chase down certificates for you and alert vendors before policies expire, eliminating manual follow-up calls and emails.
• Advanced technology for document processing: High-end systems like CertFocus by Vertikal RMS automatically extract data from uploaded certificates, while basic platforms require more manual data entry. A Forrester study found that companies involved in high-volume processing save 200 hours per year through automation, with some organizations reporting up to 11,000 hours saved.
• Real-time compliance monitoring: Instant alerts when coverage gaps appear, with clear identification of specific deficiencies like inadequate limits or missing endorsements.
• Centralized document storage: Cloud-based repository that organizes all certificates, requirements, and vendor information in one location accessible 24/7
• Customizable insurance requirements: Ability to set specific coverage types, limits, and endorsements for different vendor categories and project types.
  Integration capabilities: Native connections with your existing systems, like Procore, ERP platforms, or accounting software prevent duplicate data entry.
• Automated compliance verification: The system should compare certificate details against your requirements and flag discrepancies automatically rather than requiring manual review.
• Vendor communication tools: Built-in messaging systems and professional notifications that maintain relationships and confirm compliance.
  Reporting and analytics: Comprehensive dashboards showing compliance rates and risk exposure across your vendor network.
• Mobile access: Field teams need to verify compliance status and access certificates from job sites without returning to the office.