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How Much Does COI Tracking Software Cost?
COI tracking software for small and mid-size GCs typically runs from about $100–$300+ per month, depending on seats, sub count, and whether you're buying a focused certificate tool or a full enterprise compliance suite. The right number is the one that replaces chase time without paying for GRC features you'll never use.
Pricing pages vary, and “starting at” rarely matches a real quote. Use this as a budgeting frame, then pilot before you commit.
What you're actually buying
Strip the marketing. You're paying for five jobs:
- Store the current certificate per sub
- Alert before expiration
- Let subs upload renewals
- Check gaps against what you require
- Export a report when an owner asks
If a quote is high because of modules outside that list, ask whether those modules replace work you already do. See how to choose COI tracking software.
Common pricing models
| Model | How it bills | Watch for |
|---|---|---|
| Flat monthly SaaS | One price for the workspace | Seat limits, sub caps |
| Per-seat | Each teammate login costs more | PMs who only need view access |
| Per-vendor / per-sub | Grows with your roster | Spikes in busy seasons |
| Enterprise / custom | Annual contract, services baked in | Implementation fees, multi-year lock-in |
Mid-size contractors usually want predictable monthly cost tied to a workspace, not a surprise per-vendor meter.
Spreadsheet “cost” vs software cost
A spreadsheet is $0 in software fees and expensive in:
- Hours chasing renewals
- Risk when an expired cert sits unnoticed
- Half-days rebuilding compliance lists for owners
If certificate chasing is already a recurring weekly job, software often costs less than the labor it replaces — even before you price risk. Comparison: TradeGuard vs spreadsheet.
What drives the bill up
- Enterprise vendor-risk suites beyond certificates
- Mandatory professional services / onboarding packages
- High minimum seats
- Add-ons for SMS, SSO, or API you don't need on day one
Buy the must-haves first. Add complexity only when the office is already using the core loop.
How to budget a sane pilot
- List how many active subs you track today (not your entire historical archive).
- Note how many people need logins vs who only needs email alerts.
- Trial the tool on that roster for two weeks.
- Measure chase time and whether reports are usable.
- Only then compare annual cost to hours saved.
Where TradeGuard sits
TradeGuard is priced for contractors and property managers who need certificate tracking without an enterprise program office. Current plans are published on the pricing page. The trial is free and does not require a credit card — so you can load real COIs before you spend.
If you're comparing heavier platforms, also read myCOI alternatives, bcs alternatives, and TrustLayer alternatives.
FAQ
How much should a small GC pay for COI tracking?
Budget for a focused tool in the low hundreds per month unless you truly need enterprise GRC. Pilot first so the number is based on fit, not a roundup article.
Is expensive software better?
Not for certificate chasing. Fit beats feature count. A cheaper tool you use weekly beats a suite nobody opens.
Are there free COI tracking tools?
Spreadsheets are free and work until volume or shared ownership breaks them. Dedicated software usually charges because alerts, portals, and storage have ongoing cost.
Does TradeGuard charge during the trial?
No. Try the full workflow on your roster, then pick a plan only if you keep it.