COI Trail
Pilot service. Demo uses fictional sample certificates only. We are not accepting real certificates or attachments yet, and the service has not been validated on real certificates.

For small US general contractors and property managers

Stop chasing subs for insurance certificates.

COI Trail logs what each certificate prints, tracks the printed expiry dates and sends renewal reminders to your subs in wording you approve, so small GCs and property managers can stop chasing paperwork in spreadsheets.

Try the demo Email the team

How it works

An administrative service: we record and remind. Decisions about insurance stay with you and your advisers.

  1. Forward the certificates (once the pilot opens)

    Send the COIs your subs give you to a dedicated inbox. No new software for your subs to learn.

  2. We log what's printed

    Insured, insurers and NAIC numbers, policy numbers, effective and expiry dates, printed limits and the certificate holder. Fields the software can't read confidently are flagged and held back, never shown as final.

  3. Track dates and send reminders

    See printed expiry dates at a glance, view your own entered requirements beside the printed values, and approve the reminder wording sent to subs ahead of renewal.

Interactive demo

Eight sample certificates. Every company, insurer and policy number below is invented.

Status is calculated only from the printed expiry date compared with today's date. It says nothing about whether a policy meets any requirement.

Filter by status:
Filter by status
Fictional sample data.
Insured (subcontractor) Line Printed expiry Status

Flagged for review: example

Some fields can't be read with confidence. These are held back until a person confirms them against the certificate image.

Insured
Bluebird Drywall & Paint LLC (fictional)
Line
Auto
Field
Policy number
Extracted value
BA-44O7-2219
Why it was flagged
Fifth character could be the letter "O" or the digit "0"; the scan is faint at that point.
Shown to customer
Not yet. Held until a reviewer confirms.

What the reviewer does:

  1. Compares the value with the certificate image as printed.
  2. Confirms or corrects the characters, or asks you for a clearer copy.
  3. Records who reviewed it and when.
Review state: awaiting a person

Renewal reminder: sample draft

Drafted when a printed expiry date is within 30 days. Nothing is sent until you approve the wording; after that, reminders follow your approved template.

Reminders only ask for an updated certificate. They never comment on whether a policy is adequate.

Free: subcontractor COI expiry tracker (Excel)

Prefer to do it yourself? Download our spreadsheet: one row per policy line, automatic days-to-expiry, colour-coded upcoming and passed dates, and a renewal-reminder email template. No sign-up, no email needed. Works in Excel and Google Sheets.

Download the tracker (.xlsx)

Example rows are fictional. Status is date arithmetic only and says nothing about whether a policy meets any requirement.

What we don't do

COI Trail records what a certificate prints and keeps track of dates. It is not insurance advice.

  • No coverage advice

    We don't interpret policies, endorsements or contract terms, or tell you whether a policy is enough. A certificate is a summary; the policy itself governs.

  • No broker recommendations

    We don't recommend brokers, carriers or products, and we aren't paid by any of them.

  • No pass/fail judgements

    We show your entered requirements next to the printed values. Deciding what that means, and whether a sub can work, is up to you.

Talk to us

We're running a small pilot with general contractors and property managers. If you collect COIs from subs and want to try it, email team@getcoitrail.com.