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How to choose COI tracking software: a buyer's guide for contractors
Check for five things first: certificates stored by sub, expiry alerts, an upload link for subs, checks against your requirements, and reports you can export. Then run a two-week pilot on your real roster before you commit.
Most general contractors don't need an enterprise compliance platform. You need certificates kept current, and proof of it when someone asks.
Start from your current process
Answer these in a paragraph:
- Who chases certificates today?
- Where do the PDFs live?
- How do you find out a policy has expired?
- What happens when an owner asks for proof of coverage?
If you can't answer them, sort out the process on paper first. Software makes whatever you do now faster, including the mess. For the spreadsheet question, see COI tracking: spreadsheet vs. software.
Five must-haves
| Must-have | Why |
|---|---|
| Certificates stored by sub | The current PDF tied to the company on the subcontract, with earlier versions kept |
| Expiry alerts 30 days out or more | On the expiry date it's already too late to ask |
| An upload link for subs | If only your office can upload, you still do all the chasing |
| Checks against your requirements | Limits and additional insured status matter as much as dates |
| Exportable reports | Owners, lenders and auditors will ask, and a screenshot of a folder isn't a report |
A tool that demos well but misses two of these isn't the one.
Useful, once the five are there
- Text alerts as well as email
- Subs linked to projects
- State requirement references
- Importing your existing list
- Separate access for project managers and the office
Questions to ask every vendor
- How do subs send a renewal? A link that needs no account beats "please create a login".
- What happens when a certificate is uploaded? If someone retypes the dates, you've rebuilt the spreadsheet's errors.
- Can I export everything if I leave?
- Who is it built for? The words on the site tell you whether it was designed around risk departments or around a contractor's office.
- What does the trial include, and does it need a card?
Red flags
- "We'll manage compliance for you" with nobody in your company owning it. The responsibility stays with you.
- Pricing that only makes sense at 500 vendors when you have 40.
- Demos that never take a real certificate from upload to alert.
- A contract you sign before you've imported your list.
Running a two-week pilot
- Load your active subs, not the whole archive.
- Attach the latest certificates you have.
- Turn on alerts before you invite anyone.
- Ask a few cooperative subs to upload a current certificate or a renewal.
- At the end of the second week, produce the list an owner would ask for.
A good result looks dull: fewer chase emails, expiry dates you can see, and a report you didn't build by hand.
Where TradeGuard fits
TradeGuard covers the five must-haves for general contractors. Subs upload through a link with no account, each certificate is read when it arrives, and alerts go out at 90, 60 and 30 days by default. If you pay subs from QuickBooks Online, it also lists unpaid bills from subs who aren't covered. The 14-day trial needs no card and covers up to 25 subs. It doesn't integrate with Procore, and property managers can use it for vendors but won't find properties or units.
Comparing tools? See TradeGuard vs. a spreadsheet, bcs alternatives and what COI tracking software costs.
FAQ
What should I look for in COI tracking software?
Certificates stored by sub, expiry alerts, an upload link for subs, checks against your requirements, and exportable reports.
How long should a pilot last?
Two weeks on your real roster is enough to see whether chasing drops and whether the reports are usable.
Do I need enterprise compliance software?
Usually not. Most general contractors need certificate tracking, not a governance and risk suite.
Can I switch tools later without losing data?
Only if you can export your certificates and your list of subs. Ask before you buy.