COI tracking software for general contractors.
Track subcontractor certificates of insurance (COIs), recorded expiration dates and renewal requests in one place. Use SubLien just for COIs, without adopting lien waivers or W-9 collection. Your team reviews the source and records the decision; SubLien tracks renewals and follows up for replacements.
Review the certificate beside the recorded facts.
Keep the ACORD 25 open while checking policy dates, limits and source references. AI prefills; your team makes the review decision.
The source, the facts, your review.
AI prefills the stated facts. Your reviewer can correct every value.
What comes off the document
Limits, carriers, policy numbers, dates and endorsements, with source references for your review.
Measured against your minimums
Company, project and optional vendor minimums apply together. The highest applicable amount wins.
A person signs off, by name
Your reviewer checks the source, corrects the facts and records your organization’s conclusion by name.
A ticked box is not an endorsement
See whether an endorsement page was attached or only wording appeared on the certificate.
See what changed at renewal
Compare the new certificate with the previous one for changed limits, carriers and missing policies.
Follow up before certificates expire.
A capped schedule requests replacements, then flags unanswered requests for your team.
It asks
- Ahead of the expiry you recorded. Reminders in the weeks before the date, one on the day, one after — a fixed number of sends.
- Your chosen certificate contact. Send to the vendor’s insurance agent or another contact you choose.
- One email for everything missing. Request a COI and W-9 together, with separate secure links.
And then it stops
- The renewal lands. A newer certificate covering past the window ends the chase on its own.
- The last rung is reached. SubLien stops emailing, flags the vendor as at risk, and leaves the escalation to you.
- You put it on the record yourself. If the sub emails you the certificate instead, drop it on their record and the chasing stops.
COI tracking questions
If yours isn’t here, the full list is on the FAQ page — or bring a certificate to the demo.
What is COI tracking software?
Certificate of insurance tracking software keeps subcontractor certificates, recorded policy dates, review decisions and renewal requests together. In SubLien, AI prefills stated ACORD 25 facts, your team reviews the source against its own minimums, and scheduled reminders follow up for missing or expiring certificates.
Can I replace my COI tracking spreadsheet?
Yes. Import your vendor list from a spreadsheet, choose which vendors to track, and add or request their certificates. SubLien keeps the source files, recorded expiration dates, review history and renewal reminders on the vendor record. Your team still reviews each source document and records its decision.
Do I need Procore or QuickBooks for COI tracking?
No. SubLien works standalone over email. Procore and QuickBooks Online are optional integrations; you can connect one at a time. The GC pays the subscription, and subcontractors upload certificates through a secure link without an account or fee.
What does SubLien pull off an ACORD 25?
Carriers, policy numbers, effective and expiry dates, each limit, and the endorsements. Where the model gives the line it read a value from, that quote is shown beside the field, and a quote that can't be found in the PDF's own text is listed under Needs attention. Every value is a prefill your reviewer checks against the certificate.
What if the AI reads something wrong?
You see it beside the certificate, correct it on the review screen, and your correction is what gets stored, with your name and the time on it. AI only prefills; your team reviews the source document and decides what to accept.
Can I set different insurance minimums for a project or vendor?
Yes. Set a company default, project minimums, and optional vendor minimums for every project or one specific project. For each limit the highest applicable minimum is the effective minimum, an endorsement remains required if any applicable level requires it, and the review screen names the source of each.
Does SubLien tell me whether a subcontractor is compliant?
No. It prints the arithmetic — what the certificate reports against what you configured — and a person on your team records the conclusion under their own name. A certificate is not the policy and does not amend coverage; your team or insurance advisor decides what it means for your job.
What happens when a certificate is about to expire?
SubLien asks ahead of the expiry date you recorded, on the day, and once after — a fixed number of sends, to the contact you chose for certificates. A newer certificate covering past the window ends the chase on its own.
Do my subcontractors need an account?
No. They get an email with a secure link and upload from any modern phone, tablet or computer. If a sub emails you the certificate instead, put it on their record and the chasing stops.
Working out what to require in the first place? Typical insurance minimums by trade has the figures we see most often. Also on every sub’s record: lien waivers and lien waiver requirements by state. Weighing tools? Why SubLien shows the workflow in practice. None of this is insurance advice — your team or broker decides what your jobs need.
Bring one of your own certificates.
Fifteen minutes on a screen share: we run a real ACORD 25 of yours against the minimums you actually require — whether or not you buy.