COI Tracking for Contractors and Compliance Teams

Certificate of Insurance Tracking Software

Whether you inherited the COI process, are still tracking COIs in Excel, or have an audit coming, PINS keeps every vendor and subcontractor COI current in one place.

Track every COI by vendor, contract, and project
AI-assisted review reads endorsement language. Your team makes the final call.
Renewal requests go out before each policy expires
Vendors and brokers upload with no login required

Book a 20-minute Demo

We will walk through your current COI process, show you PINS, and share pricing based on your volume.

See Availability

No prep required

The Problem

COI tracking breaks down in the same four places

Spreadsheets, binders, and shared inboxes work with a handful of vendors. With hundreds of subcontractors across active projects, they fall behind fast. And tracking is the easy part. Each COI can come with 40 pages or more of policy forms and endorsements, and one line of restrictive wording can limit who is covered.

Audits

Audit coming up?

A missing or expired COI at audit time can mean a chargeback. PINS keeps every certificate, approval, exception, and waiver on record, ready to export in one click.

Spreadsheets

Still tracking COIs in Excel?

If checking a vendor means pulling the binder or searching an inbox, nobody knows what is current. PINS shows the status of every COI by vendor, contract, and project in one place.

Handoffs

Inherited the COI process?

When the person who ran COI tracking moves on, the process often goes with them. PINS gives the next person a clear system, AI-assisted review of endorsement language, and a dedicated onboarding rep.

Renewals

Expired COIs slipping through?

PINS tracks each policy's expiration separately and sends renewal requests to the vendor or broker before coverage lapses. Follow-up continues until the renewed COI comes in.

85%

less admin time on COI tracking

Fewer hours requesting, reviewing, and following up on COIs.
90%+

ongoing vendor compliance

Vendors stay compliant between renewals, not just at audit time.
99%+

of AI findings confirmed by customer reviewers

Your team reviews every finding and makes the final call.

Results reported by PINS customers.

3 to 1

people needed to manage COI compliance

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

Why PINS

Why teams choose PINS for COI tracking

The reasons contractors, public agencies, and risk teams give for choosing PINS.

AI-Assisted Review

Every endorsement read in full, automatically

A form number shows which endorsement was attached, not what it covers. PINS reads the actual wording and identifies restrictive language. Your team makes every call.

Requirements

Requirements built from your contracts

PINS reads your contracts and builds the insurance requirements for each vendor, contract, or project. Your team can review and edit them at any time.

Vendor Uploads

No logins for vendors or brokers

Vendors and brokers submit through a secure link with no account to create. Each upload is tied to the right vendor, contract, and project, so collection moves faster than email.

Renewals

Renewals tracked policy by policy

Each policy's expiration is tracked separately. Renewal requests go out before coverage lapses, only for the policy that is expiring, and renewed COIs go straight into review.

Audit Record

Audit ready in one click

Every approval, rejection, exception, and waiver is timestamped and logged. When an auditor asks, export the full record in one click.

Unlimited Users

One record for every team

Unlimited users, so risk, project, and finance teams all work from the same record. Procore and Vista integrations show insurance status where they already work.

Testimonials

What contractors and compliance teams say

Brittany Smith Director of Contracts and Risk Management
Twin Rivers Unified School District

Korbi Petersen Insurance Coordinator
Wells Construction

FAQ

Common questions about certificate of insurance tracking

Answers to what teams typically ask before switching to PINS for COI tracking.

How does PINS track certificates of insurance?

PINS tracks COIs by vendor, project, and insurance requirement. When a certificate is submitted, AI-assisted review checks it against your requirements and returns findings for your team. Each policy's expiration is tracked separately, and renewal requests go out before coverage lapses.

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

Yes. PINS reads your contracts and builds the insurance requirements, and your team can review and edit them at any time. Requirements can be set by vendor type, contract, or project, and each submitted certificate is checked against the requirements that apply to it. Your team no longer compares limits and endorsements by hand for every submission.

How does PINS help with endorsement and additional insured review?

PINS reads the actual language in endorsements and checks whether the required coverage is provided. It identifies missing endorsements, incorrect additional insured wording, and restrictive language. Your team reviews the findings and makes the final call.

What happens when a certificate of insurance expires?

PINS sends renewal requests to the vendor or broker before the policy expires, and follow-up continues after the expiration date if needed. Requests only go out for the policy that is expiring. Renewed certificates go straight into review, and your team can choose to be notified at any step.

How do vendors and brokers submit certificates of insurance?

Vendors and brokers submit through a secure link with no login or account required. Each submission is tied to the right vendor, contract, and project. Less friction for vendors means faster collection than email-based requests.

Does PINS work with Procore and Vista?

Yes. Procore commitments flow into PINS, compliance status shows inside Procore, and project managers get a deep link to the vendor record. For Vista, PINS supports AP vendor and subcontract workflows, writes insurance status back, and supports payment control. That keeps compliance status visible where your project and accounting teams already work.

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 long does it take to get started with PINS?

Onboarding typically runs 60 or 90 days, depending on the number of vendors and requirement sets. A dedicated implementation rep guides setup from day one. That same rep stays your contact after launch. Support is US-based and available by phone or email, 8am to 4pm Pacific.

How is pricing structured?

Pricing is based on the number of certificates of insurance you actively track at any given time. In a 20-minute demo, we walk through your process and share pricing based on your actual volume.