We’re in the AI era now. Every digital tool is evolving. And if you’re still relying on manual methods to manage certificates of insurance (COIs), then you’re at least two decades behind the times (think Y2K).
Your cast of subcontractors, tenants, and vendors is more complex, the regulations and requirements more varied and harrowing than you’ve had to deal with before. Sure, you no longer rely on filing cabinets, but that fleet of tabs, column of bookmarked folders, and that cacophony of calendar reminders you’ve set up on your desktop aren’t enough to effectively track every COI, avoid renewal lapses, or ensure all forms are appropriately verified.
You make mistakes. Larger teams of humans make mistakes. And those can end up costing your organization millions of dollars when, not if, an incident occurs. Even a 95% accuracy rate won’t suffice.
You realize this. So you find yourself seeking out AI-powered COI tracking software that can provide instant feedback on a multitude of forms, an easy-to-adopt platform that learns, over time, all the quirks of your industry—from commercial real estate and property management to construction, manufacturing, and government—identifying errors and sending out renewal reminders for you. All while offering a painless user experience that makes it easy for vendors to submit their COIs.
Here is your complete buyer’s guide, a handy map to traverse this brave new world of AI agents, integrations with near-real-time synchronizations, and instant reviews that outperform traditional optical character recognition (OCR).
We’ll look at some of the most up-to-date COI tracking software features, what to keep in mind when selecting your vendor insurance compliance partner, and consider a few of the top COI tracking platforms in 2025: myCOI, bcs, SmartCompliance, TrustLayer, and GetJones.
Let’s proceed.
Key Takeaways
- Manual COI tracking is costly and risky. Organizations spend 15-20 hours weekly on manual certificate tracking, and even 95% accuracy rates leave businesses vulnerable to million-dollar incidents when compliance gaps occur.
- AI-powered platforms outperform traditional OCR. Advanced solutions like bcs's RiskBot AI interpret policy language and identify gaps in real-time, going beyond basic document scanning to provide actionable compliance intelligence.
- Essential features include instant feedback and expert support. Look for color-coded compliance alerts, pre-vetted vendor networks, US-based expert support, transparent pricing, and seamless integrations with your existing tech stack.
- Top 2025 platforms serve different needs. bcs leads with AI automation and no-login submissions, myCOI offers established workflows with new AI enhancements, while TrustLayer, SmartCompliance, and GetJones provide specialized solutions for specific industries or use cases.
- Test before committing. Most platforms offer free trials or freemium versions—pilot with your actual vendor network to validate results and measure impact on compliance timelines before scaling your chosen solution.
Why You Need COI Tracking Software
If it hasn’t already happened to you, certainly you have friends in your industry who have encountered the gnarly stuff that fills risk managers’ nightmares. There’s been an accident at the job site. It involved a vendor they’ve employed before, but only seasonally, and it turns out their certificate of insurance wasn’t renewed the previous week. Their company was left on the hook for all the damages and medical bills.
Or, your administrative team is small (but mighty), adamant that their endorsement reviews are thorough, double-checking every field and line on the forms subcontractors submit via email. Well, even “Eagle Eyes” become less vigilant after a long day of verifying COIs or reviewing corrections to last-minute submissions.
Human errors have a frustrating way of slipping in through manual processes.
But it’s not just the heightened error risk. COI tracking manually takes a lot of time and resources, diverting your team members from actual revenue-generating activities. Tracking certificates of insurance requires organizations to dedicate roughly 15 to 20 hours a week, on average.
That’s half a full-time person. That’s why you need COI tracking software. That’s why your competitors transitioned to an automated COI tracking solution long ago.
7 Vendor Insurance Compliance Features You Should Look For
Instant, color-coded feedback. Advanced COI tracking software delivers immediate reviews when certificates of insurance are submitted by vendors, highlighting errors and omissions for you. This simplifies and speeds up human audits, expediting COI verification in ways manual methods can’t.
Pre-vetted vendor network. Onboarding new vendors and subcontractors is a significant hiccup for most industries. Many COI tracking software companies feature a network, which means there’s a good chance your newest vendor has already been screened and added to the provider’s ecosystem.
AI Agent, if not, at least an AI-powered platform. Automated COI tracking was already a leap ahead of manual tracking, but AI enhances many of the features that have become standard since many COI tracking companies proliferated in the late oughts. While AI might speed up verification or simplify the onboarding process for vendors, a dedicated AI agent can automate tedious administrative tasks and provide real-time compliance insights tailored exclusively to your organization.
Multi-credential tracking and custom templates. Look for COI tracking software that accommodates many templates. Vendor credentials vary wildly; requirements for a landscaper at city hall are far simpler than those for an engineer repairing your wastewater treatment system. Customizability pays big dividends.
US-based expert support. It’s refreshing when you can talk with an actual human, even when relying on an AI-powered platform. You won’t regret having a seasoned specialist who understands additional insured requirements, policy exclusions, regulatory compliance, and more. You’re likely to encounter more communication barriers when a COI tracking software company relies on offshore customer support.
Transparent pricing models. It’s the first thing you want to know about a COI tracking platform, but many shroud the pricing in complicated, multi-factor formulas, often not revealing the bottom line until after an initial demo. You’re best served by vendor insurance compliance providers with straightforward pricing plans.
Robust integrations. Certificate of insurance tracking software is certainly not the only part of your tech stack. The more seamless and closer to real-time synchronization a platform can be with all your other systems, the more effective and error-free you’ll be. And the happier your administrative team will be, as well.
Ready to evaluate some COI tracking platforms now?
Top COI Tracking Platforms in 2025
Now that you’ve got a sense for what capabilities to look for, let’s take a glance at some of the best COI tracking software in 2025.
myCOI: An Established Platform Made Stronger by illumend AI
Industries: Construction, Real Estate, Property Management, Manufacturing, Retail, Transportation, Utilities, Government
At a Glance
- Founded in 2009, 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.
- Addressing Previous myCOI Issues: illumend purports to resolve many of the issues that have plagued myCOI in the past, such as longer processing times, frustrating vendor log-in requirements, etc.
- Complex Pricing Model: A multi-factoring pricing approach makes it difficult to know how much you’re actually going to pay.
bcs: The First COI Tracking AI Agent & Color Coded COI Feedback
Industries: Construction, Real Estate, Hospitality, Logistics, Manufacturing, Government, Education, Retail, Franchise, Lending/Financial, Healthcare, HOAs
At a Glance
- bcs's COI tracking solution focuses on reducing vendor friction and accelerating analysis through AI and a large vendor directory, aiming to improve completion rates and shorten time-to-compliance. bcs's COI tracking solution saves valuable time for companies of all industries.
What to Know
- 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.
- Expert Support: While other COI tracking companies rely on offshore customer support, bcs provides access to US-based insurance professionals and risk managers; multilingual coverage available (EN/ES/FR/PT).
- Goes Beyond COIs: Options for financial screening, regulatory checks, and health/safety prequalification extend risk management beyond certificates.
- Instant Analysis and Expert Review: AI analysis of certificates of insurance and endorsements provides immediate, easy-to-read, color-coded feedback, revealing which information is wrong or needs correction. Expert review is available to handle edge cases and complex requirements.
- Large Vendor Directory: A broad directory of 78,000+ vendors helps your team 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.
- True Freemium Version: bcs 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. You’ll get access to all premium features, entirely free.
SmartCompliance: A Simple COI Tracking Software Solution
Industries: Commercial Property Management, Hospitality, Government, Energy, Healthcare, Construction, Retail, Education
At a Glance
- Frequently praised for ease of use after initial setup; strong fit for teams wanting straightforward tracking.
- Has appeal across a broad range of industries, a generalist COI tracking platform for those working in multiple sectors.
- Best for organizations prioritizing simplicity and willing to verify COIs with manual checks.
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.
- Free Trial: Offers a 30-day money-back guarantee and features both full-service and self-service options.
TrustLayer: Praised for Its Automation and Smooth User Experience
Industries: Property Management, Construction, Facilities, Franchises, Retail, Logistics, Lending, Government, Education, Manufacturing, Healthcare, Sports/Entertainment
At a Glance
- TrustLayer emphasizes automation and near real-time verification capabilities, with positive feedback on support responsiveness.
- Best for teams seeking a modern interface with helpful support and configurable standards. You must also be comfortable confirming outcomes on a complex document.
What to Know
- AI Capabilities: 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 from vendors and subcontractors.
- Free Trial: Delivers a genuinely free starter service with up to 50 vendors at no cost.
- Smooth UX: Delivers a user-friendly interface with responsive support, but complex documents require additional fees for human verification.
GetJones: Specializes in Construction & Property Management COI Tracking
Industries: Real Estate, Construction
At a Glance
- GetJones is built around construction/property management workflows, with integrations teams in these verticals value.
- Unlike other certificate of insurance tracking platforms, GetJones isn’t meant for industries outside of real estate and construction
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, proving rather sparse in rural areas.
- Lacks a Free Trial: If you’re looking to test drive COI tracking software, you’ll want to consider the other platforms on this list.
Making the Right Choice for Your Business
The shift from manual COI tracking to AI-powered automation is a fundamental business risk management decision. With compliance gaps potentially costing millions and manual processes consuming 15-20 hours weekly, the question isn't whether to adopt automated COI tracking software, but which platform will deliver the fastest path to operational confidence.
Whether you prioritize real-time AI analysis like bcs' RiskBot, established workflows like myCOI's traditional approach, or industry-specific integrations like GetJones offers, the right solution should prove its value within weeks, not months.
Your vendor relationships, compliance requirements, and risk tolerance are unique to your organization, but the fundamentals remain consistent: you need instant visibility into compliance status, seamless vendor experiences, and expert support when complex situations arise.
Don't let perfect become the enemy of good—most platforms offer free trials or freemium versions that allow you to validate results with your actual vendor network before committing. The cost of delayed decision-making far exceeds the investment in any of these solutions. Start with a pilot program, measure the impact on your compliance timelines and administrative overhead, then scale the platform that delivers measurable improvements to your risk management strategy.
Stop gambling with manual COI tracking. This exposes your business to million-dollar liability gaps and wastes 15-20 hours weekly on administrative chaos. bcs’ proprietary AI delivers instant insurance verification, 78,000+ pre-verified vendors that accelerate onboarding, free-tier access with flexible upgrades that scale with your business, and 24/7 U.S.-based human expert support—ensuring you never face uninsured incidents. Contact bcs today.
