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. bcs and TrustLayer publish free plans (up to 25 and 50 vendors), bcs and Vertikal publish per-vendor prices, and the rest quote on request.
- Docsumo is the extraction layer rather than a full tracking suite: it reads certificates and endorsements and sends the data to the system where you track vendors.
On this page
COI tracking software, also called COI management or insurance compliance 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.
We compared 10 tools using each vendor's own website, checked in September 2026; links are in the sources.
Which fits you?
What COI tracking software does#
Certificate of insurance tracking software runs one loop for every vendor: collect, read, check against the contract, follow up and report.
- COI inbox
- Vendor portal
- Agent emails
- 01Collect
- 02Read
- 03Check
- 04Follow up
The read step decides how much of the rest runs on its own: a misread limit or a policy tied to the wrong insurer means rechecking every certificate. Our ACORD 25 guide covers the fields and checks.
| Field | Extracted value | Confidence |
|---|---|---|
| Issue date | 2026-09-18 | |
| ACORD version | 2016/03 | |
| Producer | Allegheny Risk Partners LLC | |
| Insured | Keystone HVAC LLC | |
| Insurer A · NAIC | Brightwater Casualty Company · 21873 | |
| Insurer B · NAIC | Brightwater Specialty Insurance Co. · 34418 | |
| Insurer C · NAIC | Laurel Highlands Mutual Insurance Co. · 13052 |
| Field | Extracted value | Confidence |
|---|---|---|
| General liability | GL 7204418 · A · occurrence | |
| Auto liability | CA 7204419 · A · any auto | |
| Umbrella | UMB 3310582 · B · occurrence | |
| Workers comp | WC 5519027 · C · per statute | |
| GL, auto, umbrella term | 2026-07-01 → 2027-07-01 | |
| Workers comp term | 2026-03-15 → 2027-03-15 | |
| Additional insured | General liability, auto | |
| Waiver of subrogation | General liability, auto, WC |
| Field | Extracted value | Confidence |
|---|---|---|
| Each occurrence | 1,000,000 | |
| General aggregate | 2,000,000 | |
| Products-comp/op aggregate | 2,000,000 | |
| Auto combined single limit | 1,000,000 | |
| Umbrella each occurrence | 2,000,000 | |
| E.L. each accident | 1,000,000 |
| Field | Extracted value | Confidence |
|---|---|---|
| Certificate holder | Riverside Plaza LLC | |
| Holder address | c/o Harbor Point Properties, 500 Penn Ave, Suite 1200, Pittsburgh, PA 15222 | |
| Certificate number | CL2609180417 | |
| Description of operations | HVAC maintenance and repair at 1 Riverside Plaza … | |
| Authorized representative | Signed |
What to look for#
- Accuracy on real certificatesScans, photos and several insurers per certificate, not just clean PDFs.
- Endorsement readingAdditional insured and waiver of subrogation status depend on the endorsement.
- Rules per contractLimits and wording by contract type, project, location or vendor category.
- Vendor uploadVendors send certificates without creating an account.
- API and webhooksResults reach your ERP, property or construction system, as with Docsumo's integrations.
- SecuritySOC 2 Type 2 or equivalent. Docsumo lists its certifications on its security page.
The 10 best COI tracking tools at a glance#
Grouped by service model. "Not stated" means the vendor's own site doesn't say.
| Tool | Best for | Endorsements | Pricing (as published) |
|---|---|---|---|
| Extraction layer1 tool | |||
| DocsumoOur product | Data into your own system | Yes | Free 14-day trial; paid plans quoted |
| Software3 tools | |||
| TrustLayer | Programs that involve brokers | Yes | Free up to 50 vendors; paid plans quoted |
| illumend (from myCOI) | Endorsement-heavy contracts and leases | Yes | Not published; no free tier or trial |
| Evident | Global enterprises | Yes | Not published |
| Software or full-service4 tools | |||
| Jones | Real estate and construction | Yes, with specialist review | Not published; priced by records per year |
| bcs | A free start | Yes | Free up to 25 vendors; Self-Service $0.95 per vendor a month; Full-Service $17.80 per vendor a year ($10,000 minimum) |
| CertFocus (Vertikal RMS) | Managed enterprise programs | Yes | Self-service $6 to $8 per vendor location a year; full-service $13 to $29 |
| SmartCompliance (now part of Terra) | Tracking plus certificate delivery | Not stated | Not published |
| Full-service1 tool | |||
| COI Tracker | Collection handled for you | Not stated | Not published |
| Repository1 tool | |||
| CertVault (Patra) | Brokers sharing certificates | Not stated | Not published |
The COI tracking tools in detail#
Docsumo is our product, so it's first. Prices and best fits are in the table above.
1. Docsumo
Extraction layerOur product- Reads
- ACORD 25s, endorsements and ACORD 101 remarks pages, scans and handwriting included
- Output
- API and webhooks; certificate-to-endorsement checks on the Enterprise plan
- 99%field-level accuracy across 250+ document types
- 95%+of documents processed straight through, without manual review
- 3,000+hours a month saved at Arbor on insurance compliance documents
Arbor reached 99% accuracy on insurance compliance documents with Docsumo.
2. TrustLayer
Software- Output
- API; Procore, CMiC and Vista Viewpoint integrations on the Pro plan
3. illumend (from myCOI)
Software- Output
- Procore integration; no API stated
4. Evident
Software- Output
- APIs, webhooks and SDKs; Salesforce and Origami Risk integrations
5. Jones
Software or full-service- Output
- Procore, MRI Software, Yardi Voyager, CMiC, Sage Intacct and other integrations; a vendor portal
6. bcs
Software or full-service- Output
- Yardi, Procore and MRI integrations; a vendor mobile app
7. CertFocus (Vertikal RMS)
Software or full-service- Output
- Implementation and integration services; no named connectors
8. SmartCompliance
Software or full-service- Output
- API; FranConnect, BILL and Procore integrations
9. COI Tracker
Full-service- Output
- An open API into your ERP or financial system that flags non-compliant parties before they're paid; automatic reports
10. CertVault (Patra)
Repository- Output
- A web dashboard of expiration dates, carriers and insureds; no API stated
Where COI tracking pays off#
Construction
Subcontractor certificates by project, with additional insured status and waivers of subrogation.Property and real estate
Tenant and vendor coverage for landlords, and property insurance on financed buildings for lenders, often on an ACORD 28.Events and venues
Each vendor's coverage for a specific event.Transportation and logistics
Liability and cargo coverage across many small carriers.Franchising and retail
Coverage across locations and suppliers.
How to choose COI tracking software#
- Write down your requirementsLines, minimum limits, additional insured, waiver of subrogation and holder wording, by contract type.
- Decide who does the outreachYour team, with self-service software, or the provider's, with full service.
- Count vendors and certificatesPer year, renewals included, to compare per-vendor prices.
- Test on your own certificatesSend each shortlisted vendor 50 real COIs, bad scans and endorsements included, and compare what each gets right.
The bottom line#
The tools differ most in how well they read certificates and endorsements, and in who contacts vendors. If you track vendors in your own system, an extraction layer such as Docsumo supplies the data; for a complete program, pick a tracking suite. Test either on your real certificates first.
Book a demo with a few of your own certificates, or start a free trial.
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 certificate of 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 bcs (up to 25 vendors) and TrustLayer (up to 50) publish free plans. bcs charges $0.95 per vendor a month for Self-Service and $17.80 per vendor a year for Full-Service, and Vertikal's guide puts CertFocus at $6 to $8 (self-service) or $13 to $29 (full-service) per vendor location a year. illumend, from myCOI, publishes no prices and has no free tier or trial; the others quote on request.
Which companies offer COI tracking software?
Software your team runs: TrustLayer, illumend (from myCOI) and Evident. Software with a full-service option: Jones, bcs, CertFocus (Vertikal RMS) and SmartCompliance (now part of Terra). COI Tracker is a full-service provider, and Docsumo supplies the extraction layer for teams that track vendors in their own system.
Can COI tracking software read endorsements?
Most of the tools here say they can: illumend, TrustLayer, bcs, Evident and Docsumo read endorsements, CertFocus manages them automatically, and at Jones AI agents plus insurance specialists review them. It 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.
Sources
- Jones: COI compliance platform
- Jones: pricing
- TrustLayer: certificate of insurance tracking
- TrustLayer: plans
- TrustLayer: insurance compliance verification
- illumend from myCOI
- illumend: illumend vs TrustLayer (2026)
- bcs: insurance tracking
- bcs: BCS AI
- bcs: pricing and plans
- CertFocus by Vertikal RMS
- Vertikal RMS: How much does COI tracking software cost? (2026 pricing guide)
- SmartCompliance
- Terra Compliance
- Evident: COI tracking
- COI Tracker
- CertVault by Patra
- Patra
- ACORD: Certificates of insurance, frequently asked questions
- ACORD 25 (2016/03) Certificate of Liability Insurance, blank form (Texas Department of Insurance)
First published . Last updated .