Insurance Tracking Tool for Compliance Teams

Insurance Tracking Software That Keeps Your Team in Control

PINS is an insurance tracking tool built for compliance teams. Automate collection, renewals, and review with your team in control of every approval.

Track COIs by vendor, project, and requirement
Automate renewal follow-up before expiration
Find compliance gaps faster with AI review
Keep waivers, exceptions, and approvals 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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No prep required

The Problem

Manual insurance tracking breaks at scale

When you're managing a handful of vendors, a spreadsheet works. When you're managing dozens or hundreds across multiple projects with different requirements, the gaps start showing up as audit findings, expired coverage, and payment holds.

The problem isn't that your team isn't paying attention. It's that the tool doesn't match the workload. A shared spreadsheet can't send automated renewal requests, flag a missing endorsement, or show you which vendors across all active projects are out of compliance right now.

PINS replaces that manual process with a structured insurance tracking system your team controls and that actually scales.

The Tool

What PINS does as an insurance tracking tool

PINS is purpose-built for teams that manage third-party insurance compliance, not a generic document storage system with tracking bolted on.

Requirement Tracking

Track by vendor, project, and requirement

Set insurance requirements by vendor type, contract, or project. PINS checks submitted documents against those requirements automatically so your team isn't comparing limits line by line.

Renewal Automation

Automated renewal requests

PINS tracks expiration dates and sends renewal requests on your schedule before coverage lapses, not after. Your team stops chasing and starts confirming.

AI-Assisted Review

Find compliance gaps faster

When a COI or endorsement comes in, PINS flags gaps, missing language, and coverage shortfalls faster than manual review. Your team reviews the flags and makes the call.

Audit History

Exception and waiver records

Approved an exception? Granted a waiver? PINS keeps a timestamped record of every decision, who made it, and why so you're never explaining a compliance gap from memory during an audit.

Vendor Submissions

No-login vendor uploads

Vendors and brokers submit documents through a secure link with no login required. Less friction means faster turnaround and fewer follow-up emails.

Compliance Status

Real-time status across all projects

See which vendors are compliant, which have gaps, and which have upcoming expirations across all projects without pulling a report or opening a spreadsheet.

Compliance Workflow

How PINS keeps compliance moving

PINS gives your team a repeatable insurance tracking workflow, from first document 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.

Testimonials

What compliance teams say about using PINS

Real outcomes from compliance and risk teams using PINS.

The thing I love most about PINS is everything. 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

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 saved CSM Group a tremendous amount of time when it comes to entering data and sending notifications to our trades. PINS customer service team is incredibly responsive and has implemented specialized tools to save us time, such as the easy-to-use Cloning Tool.

Mike Louwaert

Project Engineer, CSM Group

FAQ

Common questions about insurance tracking software

Answers to what compliance teams typically ask before switching to PINS.

What is the difference between insurance tracking software and a document storage system?

A document storage system holds files. An insurance tracking tool actively monitors compliance. It checks submitted documents against your requirements, tracks expiration dates, sends renewal reminders, and flags gaps before they become problems. PINS is built for the tracking and compliance side, not just file storage.

Can PINS track different insurance requirements for different vendors or projects?

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

How does the automated renewal follow-up work?

PINS tracks expiration dates for every insurance document in the system. When a renewal is approaching, PINS sends automated requests to the vendor or broker on your schedule. You set the timing and the message. PINS handles the follow-up.

Does my team still review and approve documents, or does the software do that?

Your team stays in control of every approval decision. PINS flags gaps and missing requirements to make review faster, but your team approves, rejects, requests changes, and documents exceptions. The software assists the review. It does not replace your judgment.

What happens when a vendor cannot meet a specific requirement?

PINS has a built-in exception and waiver workflow. You can document the exception, note the reason, and keep a timestamped record of who approved it and when. That history is available if you need to explain a compliance decision during an audit.

How do vendors and brokers submit documents?

They submit through a secure link with no login or account required on their end. That reduces friction and typically speeds up turnaround compared to email-based collection.

Is PINS a fit if we track insurance across multiple projects at the same time?

Yes. PINS is designed for teams managing ongoing compliance across multiple active projects with overlapping vendor networks. You get a single view of compliance status across all projects, not one spreadsheet per job.

How is pricing structured?

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