COI tracking for contractors: a simple system (and when software might help)
A simple certificate of insurance tracking approach for general contractors, what to collect and watch, and when a COI tracking spreadsheet may stop being enough.
Not advice. General information only, based on our research of publicly available sources, which can change. It is not legal, insurance, tax or accounting advice. Rules can vary by state, carrier and contract, so please talk to your insurance agent, attorney or tax professional about your situation.
In short: COI tracking means collecting each subcontractor's certificate of insurance, recording the dates for every coverage line, and asking for renewals before they expire. A simple system: one list of what every sub owes, collected before the first payment, dates read line by line, reminders about 30, 14 and 3 days before expiry, and payments kept next to the certificates. Software may help once a spreadsheet stops keeping up, often past about 15 subs.
With a handful of subs, COI tracking can feel easy: a PDF comes in, it goes in a folder, done. Somewhere between ten and twenty subs, that folder often starts to struggle. Certificates may expire without anyone noticing, renewals can sit in an inbox, and it gets hard to say who has a current certificate on file today.
Here's a simple certificate of insurance tracking approach that many contractors find workable at any size, with or without software.
Step 1: Decide what you'll ask every sub for
Many GCs start with a written list of what they collect from every subcontractor. For a lot of them, that includes:
- A certificate of insurance showing general liability and workers' compensation, or a workers' comp exemption document where the state allows one
- A W-9. The IRS describes collecting one as "the first step" once you've determined someone is an independent contractor, and it can make January's 1099s much easier
- A signed subcontractor agreement, if you use one
- Sometimes a license or auto coverage, depending on the trade
The specifics, such as limits and additional insured wording, are for you, your agent and your contracts to work out. The aim here is simply one consistent list. Our guide to certificates of insurance for contractors goes into more detail.
Step 2: Collect it before the first payment
Many contractors find the easiest time to collect a certificate is before the first invoice is paid. After that, it may be harder to get attention, and details can fade.
Step 3: Read the dates, not just the name
When a certificate comes in, it may be worth looking past the company name. For each coverage line, you might note:
| What to look at | Why it can matter |
|---|---|
| Effective and expiration date for each line | General liability and workers' comp often expire on different dates |
| Which lines are listed | A certificate without a workers' comp line doesn't show workers' comp coverage |
| The certificate holder | Usually your company |
| The insurer and policy number | Handy for contacting the agent |
Most construction certificates use the standard ACORD 25 form. Here's how to read an ACORD 25, section by section.
Step 4: Track expirations and ask early
Certificates typically expire, often once a year. Asking for the renewal before the expiration date tends to go more smoothly than asking after. A rhythm some contractors use is a reminder about 30 days out, another around 14, and a last one near 3 days, sent to the sub and, where possible, their insurance agent, who may be the quickest route to a renewal.
Step 5: Keep payments near certificates
This step is easy to miss. At a workers' comp audit, the question may not just be whether you have a certificate, but whether a certificate on file covered the dates you paid each sub. The Hartford's audit checklist includes both accounting records and a "certificate of insurance for every subcontractor."
If payments live in accounting software and certificates in a folder, matching them up can take a while. Even a simple spreadsheet might help: one row per payment, with the sub, amount, date, and whether a certificate on file covered that date. (Here's why that can matter at audit time.)
When a COI tracking spreadsheet may stop being enough
A spreadsheet can track, but it doesn't chase. It won't email a sub before a certificate expires, follow up when nobody replies, or notice that a payment falls outside the dates on file. Many GCs find spreadsheets start to slip somewhere past 15 subs, often when things are busiest.
That's usually where COI tracking software starts to make sense. Features worth looking for might include:
- A no-login upload link for subs, since an account is one more step they may not take.
- Automatic reminders before expiry, to the sub and their agent, plus follow-ups on anything missing.
- Help reading certificates, with dates and limits for each coverage line drafted for you to confirm.
- Payments alongside certificates, with anything paid outside the certificate dates on file flagged.
- Easy data export, so your records stay yours.
That list is, not by coincidence, close to what CertiSub is designed to do. Whichever way you track, the approach is similar: one list of requirements, collected early, dates read line by line, renewals requested ahead of time, and payments kept near the paperwork for them.
Frequently asked questions
What is COI tracking?
It's the process of collecting subcontractors' certificates of insurance, recording the dates and limits for each coverage line, and following up on renewals before they expire.
Can I track certificates of insurance in a spreadsheet?
Many contractors start with one. A spreadsheet can record dates and payments, but it won't send reminders or follow up on its own, which is where it often starts to slip as the number of subs grows.
What should a COI tracking system include?
Common pieces include a list of required coverages, the effective and expiration date of each coverage line, the certificate holder, the agent's contact details, and the payments made to each sub.
When should I ask for a renewal certificate?
Many contractors start asking about 30 days before a coverage line expires, with follow-ups closer to the date, sent to both the sub and their insurance agent.
What does COI tracking software do?
Features often include a no-login upload link for subs, automatic expiry reminders and follow-ups, help reading certificates, a view of payments alongside certificate dates, and data export.
This article is for general informational purposes only. It reflects our research of publicly available sources as of its publication date and may not be complete or current. It is not legal, insurance, tax or accounting advice, and reading it does not create any professional relationship. Requirements can vary by state, insurance carrier, policy and contract. Before making decisions, consult a licensed insurance professional, an attorney, or a tax professional about your specific situation. CertiSub is a recordkeeping and document-organization tool. It tracks the documents and dates you provide. It does not verify insurance validity or provide legal, insurance, or compliance advice.