For Insurance Agencies

COI tracking software for insurance agencies

Insurance agencies use PINS to deliver COI tracking as a client service. Manage collection, review, and renewals for clients from your agency account, or set clients up in their own account and stay involved as their advisor. Your team makes the final compliance decision.

Run it for clients or set them up to run it
Requests sent under your agency name or the client name
Optional client logins with role-based access

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PINS agency view showing COI compliance status across client accounts, with AI-assisted review and client-ready reporting

Customer story

How Hummel Group delivers COI tracking for clients with PINS

Hummel Group, an independent insurance agency in Ohio, uses PINS to deliver COI tracking as a client service for Campbell Construction. Before PINS, subcontractor compliance ran at 50%. After implementing PINS, compliance reached 85%. The manual follow-up that used to consume staff time now runs automatically.

50% to 85%

Subcontractor compliance rate after implementing PINS

Read the full case study

Hummel Group and Campbell Construction PINS case study. COI tracking for insurance agencies

View case study

Keep clients longer

COI tracking puts your agency in regular contact with clients between renewals. That steady value makes the relationship harder to replace.

Add a service clients pay for

Many clients would rather pay to have COI tracking handled than do it themselves. Agencies that offer it add a revenue line to existing relationships.

Deliver it without adding headcount

Email and spreadsheets work for a few clients. PINS sends the requests and renewal reminders, and AI-assisted review checks each document, so your team is not doing it all by hand as volume grows.

Your options

Three ways agencies handle COI tracking for clients

	Manual	PINS	Outsourced
Client relationship	Agency owns it	Agency owns it	Third party owns it
Scalability	Limited by staff time	Scales with software	Depends on vendor
Revenue opportunity	Unrecoverable admin time	Charge for the service	Shared or lost
Control over decisions	Full	Full	Limited
Consistency across accounts	Variable	Consistent	Black box

Agencies that use PINS keep the client relationship, deliver the service consistently across accounts, and offer a service clients pay for. For a full breakdown, see In-House vs. Outsourced COI Tracking.

Step 1

Choose how hands-on to be

Manage clients from your agency account, with each client set up as its own department so reports filter by client. Or set a client up in their own PINS account and stay involved as their advisor.

Step 2

Set each client’s requirements

Upload a client’s contracts and PINS extracts the insurance requirements. Or build templates by vendor or contract type with your implementation team.

Step 3

Collect and review on the client’s behalf

Requests go out under your agency name or the client name. Vendors and brokers upload through a secure link with no login required. AI-assisted review checks endorsement language against the client’s requirements. Your team makes the final compliance decision.

Step 4

Automate renewals and report to clients

Renewal requests go out automatically before each policy expires. Export compliance reports by client, project, or vendor, or give clients their own login with role-based access.

FAQ

COI tracking for insurance agencies: FAQs

Answers for agencies offering COI tracking to their clients.

What is COI tracking software for insurance agencies?

COI tracking software for insurance agencies lets an agency collect, review, and renew certificates of insurance on behalf of its clients. PINS sets requirements for each client, checks endorsements with AI-assisted review, and sends renewal requests automatically. Hummel Group uses PINS to deliver COI tracking for Campbell Construction, where subcontractor compliance rose from 50% to 85%.

How do insurance agencies offer COI tracking as a client service?

Agencies use PINS in two ways. Some manage COI tracking for clients as a hands-on service, with each client set up in the agency account. Others recommend PINS, set clients up in their own account, and stay involved as an advisor. Both use the same workflow, so an agency can mix the two across its book.

Can clients see their own compliance status?

Yes, if the agency chooses. Clients can be given their own login, and custom user roles control what each user can see and which statuses they can set. Agencies that prefer to keep clients out of the platform can send filtered reports or Excel exports instead.

Do requests go out under the agency name or the client name?

Either. Requests can be set up to come from the agency or from the client, depending on how the agency runs the service. Vendors and brokers upload certificates and endorsements through a secure link with no login required.

How does PINS review certificates and endorsements for clients?

The PINS AI Assistant reads the actual endorsement language, not just form numbers, and checks it against each client’s requirements. When it finds an issue, it shows the reasoning behind it. Agencies can add their own review questions, including red flag questions that catch restrictive wording. Your team makes the final compliance decision.

How does PINS handle renewals across client accounts?

PINS tracks each policy’s expiration separately and sends renewal requests automatically, starting 30 days before expiration and continuing until updated insurance is received. Renewed certificates go through the same review. Your team handles the exceptions, not the routine follow-up. For more, see how to manage COI renewals.

How does PINS differ from outsourcing COI tracking to a managed service?

With an outsourced service, a third party runs the work and often becomes the client’s main point of contact on compliance. With PINS, your agency runs the workflow and keeps the client relationship. Automation handles collection and renewal follow-up, and your team makes the final compliance decision.

How does PINS handle waivers and exceptions?

PINS lets you waive requirements as needed to keep projects on track. Every waiver and exception stays tied to the right client and vendor, with a record of who approved it and when. That history is ready when a client or auditor asks.