Vendor and Subcontractor Insurance Compliance

Vendor Insurance Compliance Software

PINS helps teams collect, track, and renew insurance documents from vendors and subcontractors. Keep compliance current without the manual follow-up.
  • Vendors submit COIs with no-login required
  • Track status by vendor, project, and requirement
  • Automate renewal requests before expiration
  • Keep approvals, exceptions, and waivers 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

Vendor insurance compliance is hard to keep current

Most organizations start tracking vendor insurance the same way: a spreadsheet, a shared folder, and someone manually chasing down certificates before audits or project starts. It works at small scale. It breaks when vendor volume grows.

The problem isn't just collecting the certificates. It's staying current. Vendors let coverage lapse. Renewals get missed. Endorsements go unreviewed. By the time a compliance gap surfaces, work is already underway with unverified coverage.

PINS gives teams a system for managing vendor insurance compliance end to end, from initial COI request through every renewal cycle, with automated follow-up and AI-assisted review so your team stays ahead instead of scrambling to catch up.

Outcomes

What better compliance looks like

These aren't projections. They're what teams report after replacing manual vendor insurance 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 vendor insurance compliance

PINS is built for teams managing insurance compliance across large vendor and subcontractor networks.
Vendor Collection

No-login COI submissions

Vendors and brokers submit certificates through a secure link with no account required. Less friction means faster turnaround and fewer back-and-forth emails.
Requirement Tracking

Track requirements by vendor type and contract

Set insurance requirements by vendor category, contract, or project. PINS checks every submitted document against those requirements automatically.
Subcontractor Management

Manage subcontractor compliance by project

Track which subcontractors are compliant, which have gaps, and which have upcoming expirations across every active project in one view.
Renewal Automation

Automated renewal requests before expiration

PINS monitors expiration dates across all vendor certificates and sends automated renewal requests on your schedule before coverage lapses.
AI-Assisted Review

Flag gaps in vendor COIs faster

When a vendor submits a COI or endorsement, PINS flags missing coverage, incorrect limits, and required language so your team can review and respond faster.
Compliance Records

Full vendor compliance history on record

Every approval, exception, waiver, and rejection is timestamped and stored. Your team always has a defensible record of every vendor compliance decision.
Compliance Workflow

How PINS keeps compliance moving

PINS gives your team a repeatable process for managing vendor and subcontractor insurance compliance from first request through every renewal.

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 vendor compliance teams say about PINS

Real feedback from teams that use PINS to manage vendor and subcontractor insurance compliance.
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 been a game changer for our insurance tracking! 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 vendor insurance compliance software

Answers to what teams typically ask before switching to PINS for vendor compliance tracking.
What is vendor insurance compliance software?

Vendor insurance compliance software helps organizations collect, track, and renew certificates of insurance from vendors, subcontractors, and other third parties. It automates the collection and renewal process, checks documents against your requirements, and keeps a record of every compliance decision, replacing manual spreadsheet tracking.

How does PINS make it easier for vendors to submit insurance documents?

Vendors and brokers submit documents through a secure link with no login or account required. They upload the certificate directly and it ties to the right vendor, contract, and project in PINS. No back-and-forth email chains, no portal accounts for vendors to manage.

Can PINS track different insurance requirements for different vendor types?

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

How does PINS handle subcontractor compliance across multiple projects?

PINS tracks compliance by vendor and project simultaneously. You can see which subcontractors are compliant, which have gaps, and which have upcoming expirations across all active projects in a single view without pulling separate reports.

What happens when a vendor's certificate of insurance expires?

PINS tracks expiration dates across every vendor certificate in the system. Before coverage lapses, PINS sends automated renewal requests to the vendor or broker on your schedule. Your team is notified of approaching expirations and lapses without having to manually monitor dates.

Does PINS keep a record of vendor compliance decisions?

Yes. Every approval, rejection, exception, and waiver is timestamped and stored in PINS. If a vendor had a waiver granted or an exception documented, that record is always available for audit review.

How is PINS different from just tracking COIs in a spreadsheet?

A spreadsheet stores data. PINS actively manages compliance. It sends automated renewal requests, checks submitted documents against your requirements, flags gaps, and tracks status across all vendors and projects in real time. The difference shows up when volume grows and manual tracking starts breaking down.

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