ExpirationPilot
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COI tracking Vendor compliance Certification tracking License tracking Fleet compliance Sign in

COI tracking that collects the renewed certificate from your subcontractors.

Keep every certificate of insurance on one list. ExpirationPilot reminds you before one expires. Send the sub an upload link, and a follow-up goes out every week, up to six times, until the renewed COI arrives.

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  • 14-day free trial
  • No credit card needed
  • Import your Excel list
Example of the Today page: a workers' comp certificate uploaded by Delgado Electric waiting for review, ABC Roofing's liability insurance certificate 3 days overdue with a request sent and no upload yet, and a forklift operator certificate expiring in 12 days.

In short

What is COI tracking software?

Certificate of insurance tracking software, or COI tracking software for short, keeps the expiration date of every certificate you collect from subcontractors and vendors, and tells you before one runs out. Some also ask the sub for the renewed certificate, so you stop sending the same email every week.

ExpirationPilot is built for small contractors and property managers with 20 to a few hundred certificates in a spreadsheet. It doesn't read coverage amounts or endorsements. Someone on your team opens each certificate and decides.

How it works

From expiring COI to approved COI in three steps

  1. 1

    Bring in your COI list

    Import the spreadsheet you keep today: the subcontractor, the policy, the expiration date and the email of the person who sends you the certificate.

  2. 2

    Ask for the renewed certificate

    Send a request from the certificate. Your sub gets an email with an upload link, and a follow-up every week, up to six times, until the file arrives.

  3. 3

    Review it and approve

    Open the file, type the new expiration date and approve. The reminders start again for next year.

What it does for your certificates of insurance

The request

Stop emailing subs for their insurance.

Send the request once. Your sub gets a short email that names the certificate and its expiration date, with a link to upload the new one. They don't need to log in or install anything.

  • The email comes from your company name, and you can edit the wording.
  • They upload from a phone or a computer: PDF, JPG or PNG.
  • Wrong person? They forward the link to their insurance agent.
Example document request email to ABC Roofing asking for the renewed liability insurance certificate, with an upload link and no account needed.

The follow-ups

A weekly nudge until the certificate arrives.

No answer? ExpirationPilot sends a follow-up every 7 days, so you don't have to keep a list of who you already asked. The moment a file comes in, the follow-ups stop.

  • Up to six follow-ups, one a week.
  • You see each email as sent and delivered.
  • A bounced address gets a red warning, so you know to call instead.
Example of a document request waiting for a document: the request and two follow-ups delivered a week apart, the next follow-up scheduled in 7 days.

The review

You check the certificate. Then one click to approve.

Uploaded certificates wait for you on the Today page, under Documents to review. Open the file, check it against what the job needs, enter the new expiration date and approve. If it's last year's COI, reject it with a reason and the sub gets a new link.

  • Nothing changes until you approve it.
  • The approved COI becomes the current copy, next to its date.
  • Reminders start again for the next renewal.
Example: the uploaded certificate shows under Documents to review on Today. Approve it and the expiration is up to date with its new date.

The phone

Easy enough for a sub on a job site.

The upload page shows your company name, the certificate you asked for and one button. Your sub doesn't have to learn anything or remember a password.

  • Works with a photo of a paper certificate.
  • The link only uploads. It never shows your other documents.
Example upload page on a phone: the company name, the document asked for, its current expiration date and one Upload document button. No login.

Certificates of insurance you can track

One line per policy, per subcontractor or vendor.

  • General liability

    The certificate every sub sends before they start on site

  • Workers' comp

    Or the exemption certificate, if your state allows one

  • Commercial auto

    For subs and vendors who drive to your sites

  • Umbrella or excess

    When a job needs higher limits than the main policy

  • Professional liability

    Architects, engineers, consultants and inspectors

  • Your own COIs

    The certificates you send to your clients and general contractors

Need W-9s and licenses from them too?

Insurance is usually one of several documents a sub owes you. See how ExpirationPilot handles the rest on the vendor and subcontractor paperwork page. Your own licenses and permits get the same expiration reminders, and the features page lists everything else.

Why not a COI spreadsheet and calendar reminders?

A spreadsheet holds the dates. It can't send the email or remember who already replied.

What you need ExpirationPilot Calendar reminder Spreadsheet
One list of every certificate and its expiration date Yes No Yes
Sends the sub a request for the renewed COI Yes No No
Follows up every week, up to six times Yes You set each one by hand No
Sub uploads from a link, no account Yes No No
You approve the new date before it counts Yes No No
Shows which emails bounced Yes No No

Questions about COI tracking

What is a COI tracker?

A list of the certificates of insurance your subcontractors and vendors have given you, with the date each one expires. ExpirationPilot adds the email reminders before those dates and the requests that collect the renewed certificate.

Does ExpirationPilot check coverage amounts or endorsements?

No. It doesn't read the certificate. You open the file, check the limits, the additional insured wording and anything else your contract asks for, then approve it or reject it with a reason.

Do my subcontractors need an account?

No. They get an email with a link, choose the file on their phone or computer and upload it. If the email reached the wrong person, they can forward the link to a colleague, such as their insurance agent.

How often do the follow-ups go out?

Once a week, up to six times. They stop as soon as a file arrives. Until then, the request shows as "Waiting for document", so you know who to call.

Can I ask for the certificate before it expires?

Yes. Send the request whenever you like, for example when the 30-day reminder arrives. The email tells your sub which certificate you need and when the current one expires.

Can I import my COI spreadsheet?

Yes. Upload an Excel or CSV file, check the columns we matched, and check the rows before they are saved. Subcontractor emails can come in the same file. You can export the list back to Excel at any time.

What file types can they upload?

PDF, JPG or PNG, up to 20 MB. A photo of a paper certificate works too.

How much does it cost?

Plans start at $19 a month for one login and up to 100 certificates or other items, or $39 for three logins and 500 items. Reminders and document requests are unlimited on every plan, and your subcontractors are free. Every plan starts with a 14-day free trial, no credit card needed.

Plans and limits are on the pricing page.

Spend less time on your next renewal.

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