Best COI tracking software in 2026: 10 tools compared
For risk, property and construction teams that collect certificates of insurance from vendors, tenants or subcontractors: what COI tracking software does, how 10 tools differ, and how to pick one.
Key takeaways
- COI tracking software collects certificates of insurance, reads them, checks them against your contract requirements, and chases vendors when coverage is missing or expiring.
- Most tools come in two models: self-service software your team runs, or full-service, where the vendor's staff handles outreach and follow-up.
- The core test for any tool is how well it reads ACORD 25 certificates and endorsements and compares limits, dates, additional insured status and the certificate holder with your rules.
- Pricing is usually per vendor or tenant tracked, and most vendors quote on request. bcs publishes a free tier for up to 25 vendors.
- Docsumo is the extraction and validation layer rather than a full tracking suite: it reads ACORD forms with 99% field-level accuracy and sends the data to the system where you track vendors.
On this page
COI tracking software collects certificates of insurance (COIs) from vendors, tenants and subcontractors, reads the coverage on each one, checks it against your contract requirements and follows up when something is missing or about to expire. The best tools read ACORD 25 certificates and endorsements accurately, flag only the certificates that fail, and connect to the systems where you manage vendors.
This guide explains what the software does, what to look for, and compares 10 tools on their approach, service model and pricing, based on each vendor's own website as of September 2026.
What COI tracking software does#
A COI tracking program has five jobs. Software can handle most of them:
- Collect: request certificates from vendors by email or a portal, and receive them in one place.
- Read: extract the insured, insurers, policy numbers, dates, limits, additional insured and waiver boxes, and the certificate holder from each ACORD form.
- Check: compare the extracted values with the requirements for that vendor's contract.
- Follow up: send deficiency notices to the vendor or their agent, and request renewals before policies expire.
- Report: show compliance status across vendors, locations and projects, with an audit trail.
The reading step decides how much of the rest can run on its own. If the software misreads a limit or links a policy to the wrong insurer, people end up checking every certificate again. For the fields and checks in detail, see our guide to ACORD 25 data extraction.
What to look for#
- Extraction accuracy on real certificates: scans, photos, multiple insurers and handwritten notes, not just clean PDFs.
- Endorsement reading: additional insured and waiver of subrogation status depend on endorsements, so the tool should read them too.
- Configurable requirements: different rules per contract type, project, location or vendor category.
- Service model: self-service if you have a team to handle exceptions, full-service if you'd rather outsource outreach.
- Vendor experience: a simple upload path without forcing vendors to create an account.
- Integrations: connections to your ERP, property management or construction management system through APIs and webhooks.
- Security: certificates contain policy and business details, so check SOC 2 Type 2 or equivalent.
The 10 tools at a glance#
| Tool | Best for | Service model | Pricing (as published) |
|---|---|---|---|
| Docsumo | Extracting and validating ACORD data inside your own system | Software (API and review interface) | Free 14-day trial; Business and Enterprise plans |
| Jones | General contractors and property managers | Software-only or concierge (Jones Operator) | Per vendor or tenant, billed annually; quote |
| TrustLayer | Multi-stakeholder vendor compliance with brokers involved | Software | Varies by usage; quote |
| illumend (from myCOI) | AI review of certificates and endorsements | Software | Quote |
| bcs | Teams that want instant vendor feedback and a free start | Software-only or full-service | Per vendor per month; free up to 25 vendors |
| CertFocus (Vertikal RMS) | Enterprises wanting a managed program | Self-service or full-service | Quote |
| SmartCompliance | Brokers, carriers, contractors and TPAs | Self-service or full-service | Quote |
| Evident | Large enterprises with global third parties | Software | Quote |
| COI Tracker | Businesses that want collection handled for them | Full-service | Monthly or annual plans; quote |
| CertVault (Patra) | Brokers delivering certificates to holders | Repository and delivery | See provider |
The tools in detail#
1. Docsumo
Docsumo is an intelligent document processing platform rather than a full COI tracking suite. It reads ACORD 25 certificates, endorsements and ACORD 101 remarks pages, extracts every field with 99% field-level accuracy, runs validation rules against your requirements, and sends low-confidence values to a reviewer. The results go to your vendor management, property management or loan servicing system through the API or webhooks, where expirations are tracked.
- Strengths: pre-trained models for ACORD forms and 250+ document types; reads scans as well as native PDFs; 95%+ straight-through processing; SOC 2 Type 2, HIPAA and GDPR.
- Proof: Vertikal RMS uses Docsumo to verify certificates of insurance through ACORD capture, and Arbor reached 99% accuracy on insurance compliance documents while saving more than 3,000 hours a month.
- Consider if: you already have a vendor or compliance system and need the data in it, or you run a COI service and want to automate the review.
- Not for: teams that want vendor outreach, a vendor portal and compliance dashboards in one product.
2. Jones
Jones automates COI collection and verification against coverage requirements, and emails vendors and tenants about coverage gaps. It sells two options: the Jones Platform, where your team manages exceptions, and Jones Operator, a concierge service. It lists integrations with Procore, MRI Software, CMiC, Prism, Vista Viewpoint, Yardi Voyager, Sage 300 and Sage Intacct, and focuses on general contractors, homebuilders, property managers and real estate owners.
3. TrustLayer
TrustLayer reads certificates against your standards and flags coverage gaps, and also tracks W-9s, licenses, contracts and custom documents. Its workflows automate collection and follow-ups, vendors can respond without signing in, and brokers can be given access. Pricing depends on usage.
4. illumend (from myCOI)
illumend is the AI platform from myCOI, a long-standing COI tracking provider. Its engine reviews certificates and endorsements against contract requirements, reading limits, additional insureds and waivers of subrogation, and it guides vendors to submit the right documents first time. It covers construction, real estate, retail, government, transportation and other industries.
5. bcs
bcs reads certificates, endorsements and full policies with its RiskBot AI and marks compliance gaps directly on the certificate so vendors can see what to fix. It tracks renewals, generates deficiency notices and supports several certificates per vendor for location-specific requirements. It offers software-only plans priced per vendor per month, free for up to 25 vendors, and a full-service option with a US-based team.
6. CertFocus (Vertikal RMS)
CertFocus, now part of Vertikal RMS, is a COI tracking system with automated review, extraction of coverage data against contract requirements, and company-wide compliance visibility. It offers full-service (software plus managed tracking) and self-service options.
7. SmartCompliance
SmartCompliance automates certificate tracking and renewal requests, uses OCR in its verification, handles batch processing and provides risk reporting. It offers full-service and self-service options and serves brokers, carriers, general contractors, risk managers, self-insureds and third-party administrators.
8. Evident
Evident is a third-party credentialing platform that assesses certificates of insurance with automated evaluations, sends alerts for expirations and discrepancies, and covers more than 40 lines of insurance. It connects to third-party risk management and supplier systems through APIs, and suits large enterprises with vendors in many countries.
9. COI Tracker
COI Tracker is a full-service provider: it requests certificates by email, fax and phone, scans and validates them against your requirements, and gives you reporting dashboards. It connects to ERP and financial systems through an API to flag non-compliant vendors, and offers monthly or annual plans.
10. CertVault (Patra)
CertVault, from Patra, is a cloud repository and delivery system for certificates rather than a compliance checker. Brokers upload certificates, holders get notified when new ones arrive, and blockchain is used to stop certificates being altered after upload. It fits brokers and holders who want a shared source of certificates.
Self-service or full-service?#
| Question | Self-service fits if… | Full-service fits if… |
|---|---|---|
| Team | You have staff to review exceptions and contact vendors | You don't want to add headcount for compliance |
| Volume | Moderate, or concentrated in a few vendor types | Large and spread across many vendors and locations |
| Control | You want to own vendor relationships and decisions | You're comfortable with a provider contacting vendors for you |
| Cost | Lower price per vendor | Higher price per vendor, lower internal effort |
Where COI tracking pays off#
- Construction: general contractors track subcontractor certificates by project, including additional insured status and waivers of subrogation.
- Property management and real estate: landlords check tenant and vendor coverage, and lenders track borrower insurance requirements on financed properties.
- Events and venues: organizers confirm each vendor's coverage for a specific event.
- Transportation and logistics: shippers track carrier liability and cargo coverage across many small carriers.
- Franchising and retail: franchisors and retailers verify coverage across locations and suppliers.
How to choose#
- Write down your requirements by contract type: lines, minimum limits, additional insured, waiver of subrogation and certificate holder wording.
- Count vendors and certificates per year, including renewals, to compare per-vendor pricing.
- Test with your own certificates. Send each shortlisted vendor 50 real COIs, including bad scans and endorsements, and compare what each tool gets right.
- Decide who does the outreach: your team or the provider.
- Check integrations and security before you sign.
The bottom line#
Every tool on this list promises collection, tracking and alerts. The differences are in how accurately they read certificates and endorsements, who handles vendor outreach, and how they connect to your systems. If you already track vendors in your own system, an extraction layer such as Docsumo can supply the data. If you want a complete program, pick a tracking suite and test it on your real certificates first.
Frequently asked questions#
What is COI tracking?
COI tracking is the process of collecting certificates of insurance from vendors, tenants or subcontractors, checking that the coverage meets your contract, and following up on anything missing or expiring. See insurance tracking for how it's automated.
What is the difference between self-service and full-service COI tracking?
With self-service, your team uses the software to review certificates and contact vendors. With full-service, the provider's staff does the outreach, calls agents and resolves deficiencies for you, at a higher price per vendor.
How much does COI tracking software cost?
Most providers price per vendor or tenant tracked and quote on request. Of the tools reviewed here, bcs is the only one that publishes a free plan (up to 25 vendors) on its site.
Can COI tracking software read endorsements?
Some can. illumend, bcs and Jones say their AI reads endorsements as well as certificates, which matters because additional insured and waiver of subrogation status depend on the endorsement, not the certificate.
Does a certificate of insurance prove coverage?
No. An ACORD 25 is issued for information only and confers no rights on the certificate holder. Treat it as evidence to verify, and ask for endorsements where your contract requires additional insured status.