COI Tracking for Contractors and Compliance Teams

Certificate of Insurance Tracking Software

PINS tracks certificates of insurance by vendor, project, and requirement. Built for high-volume COI management. Automate requests, renewals, and review without the manual follow-up
  • Track COI status across all vendors and projects
  • Automate certificate requests and renewals
  • Review COIs and endorsements faster with AI
  • Keep every approval, exception, and waiver on record

Book a 20-minute Demo

 

We'll walk through PINS, assess what is and isn’t working in your current process, and share pricing based on your volume.

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The Problem

COI tracking breaks down when volume gets high

Collecting certificates of insurance is straightforward when you have a handful of vendors. When you're managing hundreds of subcontractors across multiple active projects, each with different coverage requirements and renewal cycles, the process falls apart fast.

Expired COIs get missed. Endorsements go unreviewed. Renewal requests pile up in someone's inbox. By the time a gap surfaces it's already a problem, either a payment hold, an audit finding, or uninsured work on a job site.

PINS gives teams a structured system for tracking certificates of insurance from initial request through every renewal, with automated follow-up and AI-assisted review built in.

Outcomes

What better compliance looks like

These aren't projections. They're what compliance teams report after replacing manual COI tracking with PINS.
  • 80%+
    compliance in first 60 days
  • 90% less
    time chasing COIs and reviewing
  • 5-15%
    reduction in premiums
The Software

What PINS does for certificate of insurance tracking

PINS is built specifically for teams managing high volumes of certificates of insurance across vendors, subcontractors, and projects.
COI Collection

Request certificates the right way

Send structured COI requests tied to the correct vendor, contract, and project. Vendors and brokers submit through a secure link with no login required.
Requirement Tracking

Track requirements by vendor and project

Set coverage requirements by vendor type, contract, or project. PINS checks every submitted certificate against those requirements automatically.
Endorsement Review

Review endorsements and additional insured language

PINS flags missing endorsements, incorrect additional insured wording, and coverage gaps so your team can review and act faster.
Renewal Automation

Never miss a COI expiration

PINS tracks expiration dates across every certificate in the system and sends automated renewal requests before coverage lapses.
Compliance Status

Real-time COI status across all projects

See which vendors have current certificates, which are non-compliant, and which have upcoming expirations, across every active project at once.
Audit History

Full COI decision history on record

Every approval, rejection, exception, and waiver is timestamped and stored. When an auditor asks, the answer is already documented.

Still managing COIs manually?

See how PINS handles certificate collection, review, and renewals for teams like yours.
Book a 20-minute Demo

No prep required

Compliance Workflow

How PINS keeps compliance moving

PINS gives your team a repeatable COI tracking workflow, from first certificate request through every renewal cycle.

Step 1

Collect insurance documents

Request COIs and supporting documents from vendors and brokers through a structured submission process tied to the right vendor, contract, and job.

Step 2

Review against your requirements

PINS checks submitted documents against your insurance requirements and helps your team identify missing coverage, limits, and required language faster.

Step 3

Review issues and take action

Approve, reject, request changes, or document exceptions while keeping a clear record of notes, waivers, and prior decisions.

Step 4

Stay ahead of renewals

Track expiration dates and automate renewal reminders so your team stays proactive instead of scrambling at the last minute.

Customer Proof

5 min
down from two days to send expired COI notices
It used to take us 2 days to send expired notices, but now I literally press a button and get all my expired notices done within 5 minutes. Our experience with PINS Customer Service has been outstanding, you can't beat it!
Cyndia Ryan
Risk Manager, C.W. Driver

Testimonials

What contractors and compliance teams say

Real outcomes from the teams using PINS to manage certificate of insurance tracking.
PINS creates transparency, everyone is on the same page with compliance items. What used to take 3 people is now done by 1 person, which freed them up to take on other key initiatives like safety compliance and SDI programs.
Kendall Thornley
Sr Risk Specialist, Morley Builders
PINS has been exactly the solution we needed for insurance verification and compliance tracking. After trying two other systems that did not meet our needs, we felt like we were without a workable solution until we found PINS. PINS is reliable, efficient, and user-friendly. It has saved us valuable time, improved our workflow, and given us confidence that we finally have the right tool in place. The customer service has also been excellent: responsive, helpful, and committed to supporting our needs.
Brittany Smith
Director of Contracts and Risk Management, Twin Rivers Unified School District
Training has been simple and their people are pleasant and easy to work with. The support team has been quick to respond to technical issues and questions.
Lisa Rosecrans
Administrative Assistant, Kemp Bros Construction

FAQ

Common questions about certificate of insurance tracking

Answers to what teams typically ask before switching to PINS for COI tracking.
What is certificate of insurance tracking software?

Certificate of insurance tracking software is a tool that manages the collection, review, and renewal of COIs from vendors, subcontractors, and other third parties. It tracks compliance status by vendor and project, automates renewal requests, and keeps a record of every document and decision, replacing manual spreadsheet-based processes.

How does PINS track certificates of insurance?

PINS tracks COIs by vendor, project, and insurance requirement. When a certificate is submitted, PINS checks it against your requirements automatically and flags any gaps. Expiration dates are monitored continuously and renewal requests go out on your schedule.

Can PINS handle different COI requirements for different projects or vendors?

Yes. You can set coverage requirements by vendor type, contract, or project. PINS checks each submitted certificate against the applicable requirements so your team is not manually comparing limits and endorsements for every submission.

How does PINS help with endorsement and additional insured review?

PINS flags missing endorsements, incorrect additional insured wording, and coverage gaps when a COI or supporting document is submitted. Your team reviews the flags and makes the final call. The software speeds up review without replacing your judgment.

What happens when a certificate of insurance expires?

PINS tracks expiration dates across every certificate in the system. Before a COI lapses, PINS sends automated renewal requests to the vendor or broker on your schedule. Your team gets notified of any certificates that are approaching expiration or have lapsed.

How do vendors and brokers submit certificates of insurance?

Vendors and brokers submit through a secure link with no login or account required. That reduces friction and speeds up collection compared to email-based requests.

Does PINS keep a record of COI approvals, exceptions, and waivers?

Yes. Every approval, rejection, exception, and waiver is timestamped and stored in PINS. When an auditor asks about a compliance decision, the record is already documented and ready to review.

How is pricing structured?
Pricing is based on the volume of certificates you need to track. In a demo we will walk through your process and share pricing based on your actual usage.