Subcontractor insurance and COI tracking: common questions, answered

In short: This page answers the questions general contractors commonly ask about collecting and tracking subcontractor certificates of insurance (COIs), workers' comp audits, exemptions, W-9s and 1099s, and about CertiSub, a recordkeeping tool built for that work. Answers are general information, not legal, insurance or tax advice; rules can vary by state, carrier and contract.

Tracking subcontractor certificates of insurance

What's the easiest way to track subcontractor certificates of insurance?

Many general contractors find the simplest approach is one list of what every sub owes, collected before the first payment, with each coverage line's expiration date recorded and a reminder sent before it expires. That can live in a spreadsheet at first; software such as CertiSub is designed to automate the collecting, reading and reminding. See COI tracking for contractors.

Can I track certificates of insurance in a spreadsheet?

Yes, many contractors start that way. A spreadsheet can record dates and payments, but it won't email a sub before a certificate expires or follow up when nobody replies, which is where it often starts to slip, commonly somewhere past about 15 subcontractors.

When does it make sense to use COI tracking software?

Often when the number of subs, renewals and follow-ups outgrows what someone can keep up with by hand, or when certificates start expiring without anyone noticing. Signs include renewals sitting in inboxes, payments going out without a current certificate on file, and audits that take days to prepare for.

What should I look for in COI tracking software?

Features many contractors look for include a no-login upload link for subs, automatic expiry reminders and follow-ups, help reading certificates, each coverage line's dates tracked separately, payments shown next to certificate dates, and an easy way to export your data. Price and how quickly you can get set up matter too.

What's the best COI tracking software for a small general contractor?

It depends on your size and needs. Tools range from enterprise vendor-management platforms to lighter tools built for smaller contractors. CertiSub is one option designed specifically for small and mid-size general contractors, at $39 or $79 per month with no long-term contract.

How much does COI tracking software cost?

Pricing varies widely across the market, from per-vendor pricing to enterprise contracts. CertiSub's plans are $39 per month (up to 15 subcontractors) and $79 per month (unlimited subcontractors).

Can software read a certificate of insurance automatically?

Some tools can. CertiSub uses AI to draft the insurer, policy number, dates and limits for each coverage line on a certificate, and a person reviews and confirms the details before anything is recorded.

How do I get subcontractors to send their certificates?

Many GCs ask before the first payment, make it easy with a link that works from a phone, and contact the sub's insurance agent directly, since agents issue certificates. CertiSub gives each sub a personal no-login upload link and follows up automatically on anything still missing.

How can I be reminded when a subcontractor's insurance is about to expire?

Track each coverage line's expiration date and set reminders ahead of time; about 30, 14 and 3 days before is a common rhythm. CertiSub sends those reminders automatically to the sub, and to their insurance agent when one is on file.

Is there software that flags payments made to subs without a current certificate?

CertiSub is designed to do this: its payment log compares each payment date with the certificate dates on file for that sub and flags payments that fall outside them, with a dollar total on the dashboard.

How do I keep track of which subcontractors are missing documents?

A checklist per sub, showing what's been received and what's still outstanding, is a common approach. In CertiSub, you choose which documents every sub owes, and each sub's page and upload link show what's on file and what's still needed.

About CertiSub

What is CertiSub?

CertiSub is web-based recordkeeping software for general contractors. It collects subcontractor certificates of insurance, W-9s and other documents through a no-login link, drafts certificate details with AI for a person to confirm, sends renewal reminders and follow-ups automatically, and flags payments outside the certificate dates on file. More on the What is CertiSub page.

Who is CertiSub for?

General contractors, builders and their office managers who work with subcontractors and need certificates of insurance, W-9s and related documents on file and current, especially teams that have outgrown a folder or spreadsheet.

Does CertiSub verify that a subcontractor's insurance is valid?

No. CertiSub organizes the documents and dates you provide. It doesn't verify that a policy is valid or in force, determine whether coverage meets a requirement, or give legal, insurance or compliance advice.

Is CertiSub an insurance company or broker?

No. CertiSub is software. It doesn't sell insurance or give insurance advice.

Do subcontractors need to create an account?

No. Each subcontractor gets a personal upload link that works from a phone or computer without an account or password.

What file types can subcontractors upload?

PDF, JPG, PNG and HEIC files, up to 15 MB each, including photos taken on a phone.

Does CertiSub work on a phone?

Yes. CertiSub is a web app that works in a phone's browser, and the subcontractor upload link is designed for phones. There isn't a separate app to install.

What documents can CertiSub collect?

Certificates of insurance, W-9s, licenses, workers' comp exemption documents, bonds, subcontractor agreements and other documents you choose to require.

Does CertiSub send emails to my subcontractors for me?

Yes. Document requests, renewal reminders and follow-ups are sent under your company's name, and replies go to you. You can see every email that went out on each sub's page and turn the automatic ones on or off in Settings.

Can my subcontractors sign our agreement online in CertiSub?

On the Pro plan, yes. You upload your own subcontractor agreement once and place the signature boxes; each sub signs their copy from their upload link, you add your signature, and the signed copy is filed on their page. Pro includes 20 online signings a month. CertiSub doesn't provide contract language.

Can I import my existing subcontractors and payments?

Yes. Subcontractors and payments can both be imported from a CSV file, such as a spreadsheet export.

Does CertiSub connect to QuickBooks?

Not currently. Payments can be entered directly or imported from a CSV export.

Can I add teammates to my CertiSub account?

Not yet. Inviting teammates is planned for a later update.

How does CertiSub handle workers' comp exemptions?

An exemption is its own document type. Once you confirm one for a sub, it shows as "exemption document on file" and the missing workers' comp line isn't flagged for that sub. Whether an exemption is valid is your determination.

How does CertiSub keep my records separate from other companies'?

Each contractor's account and files are kept separate, and other companies using CertiSub can't see them. Document files are stored privately rather than at public web addresses.

Plans, trial and your data

How much does CertiSub cost?

Starter is $39 per month for up to 15 subcontractors. Pro is $79 per month for unlimited subcontractors, plus a records report for any date range, online agreement signing (20 a month) and projects.

Is there a free trial?

Pro includes a 3-day free trial for new accounts. A payment method is required to start it, and unless you cancel before it ends, the subscription begins. Starter has no trial and is billed from the day you sign up.

Is there a free plan?

No. CertiSub is a paid service. Pro includes a short free trial for new accounts.

Can I cancel anytime?

Yes. You can cancel from Settings → Billing. Your access continues until the end of the period you've paid for.

What's the difference between Starter and Pro?

Starter covers up to 15 subcontractors with upload links, AI reading, automatic reminders and follow-ups, the payment log, document collection and data download. Pro adds unlimited subcontractors, the full records report for any date range, online agreement signing and projects.

Can I download all my data?

Yes, on every plan. Settings → Your data downloads every document file in a zip along with spreadsheets of your subcontractors, payments and documents.

What happens to my data if I cancel?

According to CertiSub's Terms, after your subscription ends your data is kept for 12 months so you can export it or reactivate, then deleted. You can ask for deletion sooner.

Workers' comp audits

What is a workers' comp audit?

A review, often after your policy period ends, that compares the payroll your premium was estimated on with your actual records. It may lead to a refund, additional premium or no change. See our workers' comp audit guide.

What do I need for a workers' comp audit?

Carriers' lists vary, but they often include payroll and tax records (such as W-2s, 1099s and Form 941), your accounting ledger, a list of subcontractors paid, their certificates of insurance, exemption documents, and information about owners and officers.

Can subcontractors increase my workers' comp premium?

They can. If you paid a subcontractor and there's no evidence of their own workers' comp coverage for that period, those payments may be added to your payroll at audit, depending on your carrier and state. See workers' comp audits and subcontractors.

Why does the date on a subcontractor's certificate matter at audit?

A certificate generally speaks for the period its coverage dates cover. A payment made after a certificate's expiration date, with no renewal on file, may not have evidence of coverage behind it.

How can I prepare for a workers' comp audit all year?

Many contractors collect certificates before the first payment, track expiration dates and ask for renewals ahead of time, and keep payments and certificates together, so the records an auditor may ask for are already in one place.

What happens if I don't respond to a workers' comp audit?

Carriers may apply noncompliance charges. Your carrier's notice is the guide to follow, and your agent can help if you're unsure.

Certificates of insurance

What is a certificate of insurance?

A one-page summary of a business's insurance policies, usually issued by its insurance agent, listing the insured, the insurers, each coverage type with its dates, and the limits. It's provided for information only and doesn't change the policies. See subcontractor certificates of insurance.

What insurance should a subcontractor have?

That depends on your contracts and your insurance agent's advice. Many general contractors ask for general liability and workers' compensation, and sometimes auto and umbrella coverage.

What is an ACORD 25?

The standard one-page Certificate of Liability Insurance form used across the US insurance industry. See how to read an ACORD 25.

What should I check on a subcontractor's certificate of insurance?

Many GCs check that the insured matches the business they're paying, that each required coverage line is listed with dates covering the work, that the limits meet their contract, that their company is the certificate holder, and that the certificate was issued recently.

How often should I get a new certificate from a subcontractor?

Commonly whenever a policy renews, often once a year, and before the expiration date of each coverage line.

What does additional insured mean?

It means another party, such as a general contractor, is added to a subcontractor's policy, which may extend some of that coverage to them. It generally comes from the policy, through an endorsement, not from the certificate. See additional insured on a certificate.

Who issues a certificate of insurance?

Usually the subcontractor's insurance agent or broker. Contacting the agent directly is often the quickest way to get a certificate or a renewal.

Workers' comp exemptions

What is a workers' comp exemption?

A filing, available in some states, by which certain business owners elect to exclude themselves from workers' compensation coverage requirements. It generally applies to the person who files it, not their employees.

How long does a Florida workers' comp exemption last?

Under Section 440.05 of the Florida Statutes, a Certificate of Election to be Exempt issued on or after January 1, 2013 is valid for 2 years after its effective date, unless revoked sooner. See our Florida workers' comp exemption guide.

Does a subcontractor's exemption cover their employees?

Generally no. In Florida, for example, the notice of election must certify that the business's employees are covered by workers' compensation insurance. Your agent can explain how your carrier treats exemptions.

Should I accept a workers' comp exemption instead of a certificate of insurance?

That's a decision for each GC with their insurance agent, since it can depend on who's doing the work and how your carrier treats exemptions at audit. Many GCs keep the exemption on file, track its dates, and still collect a general liability certificate.

W-9s and 1099s

Do I need a W-9 from every subcontractor?

The IRS describes having a contractor complete Form W-9 as the first step once you've determined they're an independent contractor, and says to keep it on file for four years. See 1099s for subcontractors.

What is the 1099-NEC threshold for 2026?

The IRS's 2026 instructions say the reporting threshold increased to $2,000 for tax years beginning after 2025, and may be adjusted for inflation beginning in 2027.

When are 1099s due?

According to the IRS instructions, Form 1099-NEC is filed on or before January 31.

Can CertiSub help with 1099s?

CertiSub collects W-9s from your subs and keeps a payment log, and you can export your subcontractors and payments as spreadsheets, which may give your accountant a head start. It doesn't file 1099s.