Carlos, a property manager in Phoenix, gets the call no one wants: "Your vendor's insurance expired. The liability claim is yours."
Even a short lapse can become a costly problem. The risk isn't that teams are careless—it's that manual COI tracking (spreadsheets, folders, reminder emails) doesn't scale across dozens of vendors, hundreds of documents, and constantly changing requirements.
Certificate of Insurance Tracking Software exists to reduce that risk. But not all platforms approach accuracy, vendor experience, or speed the same way. This guide compares leading solutions—myCOI, GetJones, TrustLayer, SmartCompliance—and where bcs fits, so you can make a confident, defensible decision.
Key Takeaways
- myCOI: Established player with a new AI initiative (illumend); some teams report onboarding and vendor portal adoption challenges.
- GetJones: Strong for construction/property teams with notable integrations; validation and sync often occur on schedules vs. instantly; network coverage can vary by region.
- TrustLayer: Clean UX and responsive support; AI primarily supports document classification/extraction; some teams perform manual reviews for complex docs.
- SmartCompliance: Generally easy to use; OCR performance and reporting depth vary by use case and document quality.
- bcs: bcs's user-friendly interface provides you with an instant AI-driven analysis, no-login vendor submissions, and a large vendor directory; customers report faster onboarding and higher completion rates when barriers are reduced.
The Real Cost of Manual COI Tracking (With the Math)
Many teams spend substantial time chasing certificates and renewals. After many emails and phone calls back and forth with vendors and their agents sometimes the corrected COIs still have deficiencies. Example calculation: 20 hours/week x $35/hour x 52 weeks ≈ $36,400 annually in labor alone—before factoring project delays or liability exposure. Your figures may differ, but the direction is consistent: manual tracking gets more expensive as vendor count grows.
What's New in COI Tracking in 2025
- AI is moving from OCR to decision support: Leading platforms now use AI to interpret policy language, flag gaps, and automate follow-ups—beyond simple template matching.
- Vendors expect low-friction submissions: Many teams are adopting no-login or direct-upload options to reduce drop-off and improve completion rates.
- Speed expectations have changed: Near-real-time analysis is increasingly preferred over delayed validation cycles.
- New AI-branded releases are emerging: Platforms have launched or expanded AI capabilities this year; public performance data is still developing, so teams should pilot and validate.
How We Evaluated (Short Methodology)
This comparison synthesizes public product materials, user-reported feedback, and platform documentation, plus internal learnings from implementations and evaluations. Capabilities may evolve; always verify current features with vendors. Last updated: August 2025.
COI Tracking Software Comparison: bcs vs. myCOI, GetJones, TrustLayer & SmartCompliance
myCOI: Legacy COI Tracking with illumend AI Enhancements
Industries: Construction, Real Estate, Property Management, Manufacturing, Retail, Transportation, Utilities, Government
Overview
- myCOI has long served multi-industry teams with compliance auditing and vendor document management.
- In May 2025, myCOI launched illumend—an AI-powered experience designed to streamline steps like compliance feedback and document uploads (including options positioned as lower-friction).
What to Know
- Onboarding and usability: Some teams report a learning curve and process change-overhead during implementation, especially with document organization and workflows.
- Vendor experience: Historically, vendor logins have introduced friction for some teams; impacts vary by vendor base and process design.
- AI status: illumend is new. Claimed benefits include faster guidance and simplified uploads; independent performance data is still emerging.
Best for organizations already aligned with myCOI's workflows or that value traditional auditing features and broad industry fit—especially if they can allocate time for onboarding and vendor education.
bcs: AI-Powered COI Tracking with No-Login Vendor Submissions
Now let's examine bcs, which represents the current generation of AI-powered COI tracking solutions, before comparing it with other platforms in the market.
Industries: Construction, Real Estate, Hospitality, Logistics, Manufacturing, Government, Education, Retail, Franchise, Lending/Financial, Healthcare, HOAs
Overview
- bcs's COI tracking solution centers on reducing vendor friction and accelerating analysis through AI and a large vendor directory, aiming to improve completion rates and shorten time-to-compliance.
Key Capabilities
- RiskBot AI: bcs's COI tracking AI agent interprets policy details, flags gaps, and automates follow-ups in near real time—designed to go beyond basic OCR.
- Instant analysis and expert review: AI analysis is designed to provide immediate, color-coded feedback. Expert review is available to handle edge cases and complex requirements.
- Large vendor directory: A broad directory helps many teams find contractors already in-system, which can reduce back-and-forth onboarding.
- No-login vendor submissions: Direct submissions remove a common adoption barrier. Customers report higher completion rates with this workflow.
- Support and services: Support from licensed insurance professionals and risk managers; multilingual coverage (EN/ES/FR/PT).
- Beyond COIs: Options for financial screening, regulatory checks, and health/safety prequalification extend risk management beyond certificates.
Implementation and Plans
- Typical onboarding: Standard configurations commonly go live within 1–2 weeks; complex integrations may take longer.
- Free version: bcs is a COI tracking company that offers a no-cost plan for insurance tracking and vendor compliance that supports up to 25 vendors, allowing teams to pilot real workflows before scaling.
What to Know
- Accuracy and outcomes depend on document quality, carrier formats, and rule clarity. bcs supplements AI with expert review to maintain confidence in edge cases.
- For fairness and clarity, treat vendor directory size, completion rates, and accuracy claims as directional benefits; confirm specifics with a current demo and references.
Best for: bcs is best for teams that want minimal vendor friction, near-real-time analysis, and a fast path to operational compliance—especially where speed, breadth of vendors, and expert support matter.
GetJones: Construction & Property Management COI Tracking
With this comprehensive example of modern COI tracking capabilities, let's now examine how other platforms approach these same challenges, starting with GetJones and its construction-focused specialization.
Industries: Real Estate, Construction
Overview
- GetJones is built around construction/property management workflows, with integrations teams in these verticals value.
What to Know
- Review speed: Uses OCR/ML with human validation; teams often see validations within about 24 hours. Faster than manual-only approaches, though not always instantaneous.
- Integrations: Connects with Procore and key accounting systems (e.g., Viewpoint Vista, Sage 300, CMiC). In some cases, data flows are scheduled rather than real-time.
- Vendor network: A sizable directory can accelerate onboarding in urban or network-dense markets. Coverage may vary by region and specialization.
Best for construction/property management teams prioritizing industry-specific integrations and a structured vendor directory—comfortable with scheduled validation/sync patterns.
Construction teams: Connect Procore and go live in 1-2 weeks. Talk to a risk specialist about your specific compliance requirements.
TrustLayer: Automated Document Classification & User Experience
Industries: Broad, including Property Management, Construction, Facilities, Franchises, Retail, Logistics, Lending, Government, Education, Manufacturing, Healthcare, Sports/Entertainment
Overview
- TrustLayer emphasizes automation and near real-time verification capabilities, with positive feedback on support responsiveness.
What to Know
- AI scope: AI is applied to document classification and field extraction. Depending on document complexity and quality, some teams still perform manual reviews or use a human-review add-on.
- Integrations/API: Procore integration and configurable standards are strengths. Some users note constraints when tracking at project-specific levels or connecting to specialized systems without custom work.
- Requirements alignment: Ensure your rule sets match contract requirements to avoid over-requesting documentation.
Best for teams seeking a modern interface with helpful support and configurable standards—comfortable confirming outcomes on complex documents.
SmartCompliance: Simple COI Management Across Multiple Industries
Industries: Broad (Commercial Property Management, Hospitality, Government, Energy, Healthcare, Construction, Retail, Education, etc.)
Overview
- Generally praised for ease of use after initial setup; strong fit for teams wanting straightforward tracking.
What to Know
- OCR and automation: User-reported experiences vary; some documents still require manual entry depending on quality/format. Reporting and communication features may need customization for specific workflows.
- AI positioning: Focuses on automated processes and OCR; limited emphasis on advanced AI decisioning in public materials.
Best for teams prioritizing simplicity and broad applicability—and willing to supplement with manual checks when needed.
Quick-Scan Comparison Table
How to Choose the Best COI Tracking Software for Your Business
- Vendor experience: Do vendors need to create accounts, or can they upload directly?
- Validation speed: Is review instant, same day, or scheduled?
- AI depth: Does the platform surface policy-level gaps and next steps, or mainly extract fields?
- Accuracy and oversight: How are edge cases handled? Is expert review included?
- Integrations: Are your core systems supported (Procore, MRI, Yardi, Viewpoint, Sage, CMiC)?
- Reporting & audit: Can you easily see deficiencies, expirations, and project-specific requirements?
- Time to value: Typical implementation timeline with your stack and team size?
- Total cost: Software, services, and internal time (including vendor adoption).
Why More Teams Choose bcs for COI Compliance
Manual COI tracking exposes your business to compliance gaps while consuming 15-20 hours weekly on administrative tasks. Whether you prioritize AI-powered analysis, vendor experience, or expert support, the right platform should prove its value quickly.
More teams are replacing manual workflows with automated certificate of insurance tracking software to reduce time-to-compliance, eliminate vendor friction, and surface policy-level risks faster.
bcs: Proven Results Across Industries
bcs customers consistently report measurable improvements in compliance efficiency and risk reduction:
- Davidson Communities: "One of the best decisions we made was switching to bcs. We were spending a lot of time chasing down COIs and didn't even know if they were compliant."
- Gilbane Building Company: "We've utilized bcs since 2009 for subcontractor insurance monitoring. The team responds to our needs accurately and in a timely manner."
- Trinity Industries: "I have been very pleased with bcs since 2008. The team is super responsive to our needs at both the corporate and plant level."
bcs’ 95% client retention rate reflects consistent value delivery across construction, property management, and enterprise accounts.
Try before you commit: bcs offers a comprehensive free version (up to 25 vendors) with full RiskBot AI capabilities, so you can validate results with your actual vendor relationships.
Implementation in weeks, not months: Your dedicated success manager handles setup, integrations (Procore, MRI, Yardi), and vendor onboarding—most customers are fully operational within 1-2 weeks.
Choose your service level: Self-service for teams who want control, or full-service for complete hands-off compliance management.
Don't let compliance gaps become costly claims. Start free with bcs or Schedule a tailored demo to see how AI-powered tracking transforms your vendor management.
