Certificate of insurance tracking for contractors
Stop chasing subs
for certificates of insurance.
CertCove requests, tracks, and verifies your subcontractors' certificates of insurance — with automatic reminders, renewal chasing, and an audit-ready trail. So an expired policy never slips onto your job site. And the same link collects the rest of the paperwork — W-9s, licenses, agreements — filed automatically.
Vendor compliance
This week128
7
12
- Compliant
Ridge Framing Co.
GL · WC · Auto
- Expiring · 9d
Northlake Electric
GL · WC
- Awaiting upload
Cascade Concrete
GL · WC · Umbrella
The certificate chase is a
job nobody signed up for.
Today it lives in your inbox and a spreadsheet. You email a sub for their COI. You wait. You email again. A policy expires and no one notices until an auditor, or a claim, finds the gap. One uninsured sub on a job is the kind of exposure that ends companies. And even when nothing goes wrong, your insurer's year-end premium audit charges you for every sub who couldn't produce a certificate.
How it works
Set the requirement once.
CertCove does the chasing.
Add a vendor, set your requirements
Coverage types and limits — GL, workers' comp, auto, umbrella — plus additional insured and waiver of subrogation.
Send one secure link
A secure upload link goes to your sub, and their broker if you add one. No login, works on their phone — and it can carry a W-9 request in the same send.
Reminders and renewals run themselves
Automatic follow-ups until the certificate arrives, and a fresh request thirty days before any policy expires.
AI reads and checks it
CertCove extracts the certificate, checks it against your requirements, and routes anything uncertain to a human review queue.
The chase loop
Once a requirement is set, CertCove follows a fixed cadence so nothing expires unnoticed. If a sub still hasn't responded after the final reminder, CertCove emails their insurance agent directly with the same secure link — the person who can actually issue the certificate — and then the request stops. If no agent is on file, it stops all the same.
See it in action
A look inside
the workflow.
Vendor compliance
This week128
7
12
3
- Compliant
Ridge Framing Co.
GL · WC · Auto
- Expiring · 9d
Northlake Electric
GL · WC
- Awaiting upload
Cascade Concrete
GL · WC · Umbrella
Your whole portfolio at a glance
Compliance counts and every vendor's status on one screen.
Vendor
Ridge Framing Co.
Chase cadence
- Request sentDay 0
- ReminderDay 3
- ReminderDay 7
- Final reminderDay 14
- Renewal request30 days before expiry
The chase runs itself
Automatic reminders on day 3, 7, and 14, then a fresh request 30 days before any policy expires.
Ridge Framing Co.
Upload your certificate of insurance
No account needed. Works on your phone.
Vendors upload in one tap
A secure link, no login, on any device.
- Each Occurrence · $1,000,000Pass
- General Aggregate · $2,000,000Pass
- Additional InsuredPass
- Waiver of SubrogationReview
Automated review assists your compliance process; verify against original documents.
AI reads every certificate
Fields extracted and checked against your requirements; anything unclear goes to human review.
Export
Compliance audit — Q1 2027
- Request sentJan 04, 2027 · 09:12
- Reminder day 3Jan 07, 2027 · 09:00
- Certificate receivedJan 09, 2027 · 14:38
- Verified compliantJan 09, 2027 · 14:52
Audit-ready in one click
A timestamped record of every request, reminder, and review.
Features
Everything the chase needs,
in one place.
Tokenized upload links
Your vendors upload with no login, on any device. One secure link per request.
Automated chase loop
Reminders on day 3, 7, and 14, then a fresh request before any policy expires.
Escalates to their agent
When a sub goes quiet after repeated reminders, CertCove emails their insurance agent directly with the same upload link. The agent can send the certificate on their client's behalf, usually the same day.
AI review queue
Certificates are read and checked; anything unclear goes to a human decision.
Document inbox and library
Upload anything from your device. We detect, classify, and file it — certificates, W-9s, licenses, agreements.
Audit-ready exports
Full timestamped history and change log as PDF or CSV, ready for auditors and insurers.
Ask your portfolio
Ask plain-language questions about your vendors' compliance status.
Projects and jobs
Track certificates and documents per job, so one vendor can carry separate coverage for separate work without one replacing another.
Your team, with roles
Invite teammates as admin, member, or read-only viewer. Everyone works from the same records, and roles control who can make changes.
Compliance bundles
Start from pre-built requirement sets for construction, IT, events, healthcare, and property services, then tailor them to your contracts.
Shareable document links
Share your own certificate of insurance and W-9 with a customer through a secure, revocable link — no account needed on their end.
Built for compliance,
not guesswork.
Data is isolated per organization. Documents are stored privately and shared only through short-lived links. Every request, upload, and review is captured in a complete timestamped record, so the answer to "what did we know and when" is always one export away. We store your vendors' W-9 documents securely and never extract or retain the taxpayer identification number as data.
CertCove is built by Salish Studios LLC — a small, independent team, not a faceless platform. You reach the person who built it.
Isolated per organization
Your data is never visible to another company.
Private document storage
Files are shared only through short-lived, signed links.
Taxpayer IDs never stored as data
We keep the W-9 document; we never extract or retain the TIN.
Complete audit trail
Every request, upload, and review is timestamped and exportable.
Automated review assists your compliance process; verify against original documents.
Pricing
Simple, flat pricing.
No sales calls.
Annual billing saves two months. Start on Free and upgrade as you grow.
A vendor is any subcontractor, supplier, or service provider you collect insurance from — not your entire vendor list. Most teams track far fewer of these than their total accounts, so these counts go further than they look.
Questions
Answered plainly.
- Do my subcontractors need an account?
- No. They upload through a secure link, with no login, on any device.
- Why collect COIs at all?
- Two reasons, both expensive. When an uninsured sub causes damage or an injury, the claim lands on your policy and your premiums. And at your own general liability and workers' comp premium audits, insurers charge you for any subcontractor who can't produce a certificate — you effectively pay their premium on top of yours. A current certificate on file, matching your requirements, prevents both.
- What happens when a sub's policy expires mid-project?
- Visibly, nothing — that's the danger. The work continues, and the gap surfaces only when a claim is filed or an auditor asks for the certificate. CertCove requests a fresh certificate thirty days before every expiration so the gap never opens.
- What happens if a subcontractor never responds?
- After the reminder sequence, CertCove emails their insurance agent directly with the same secure link, since the agent is usually the one who issues the certificate. If there is no agent on file, the requests stop and the vendor is flagged for you to follow up.
- Why do W-9s matter?
- The IRS requires a W-9 on file to report what you pay each contractor. Without one, you are required to withhold 24 percent of their payments, and missing or incorrect filings carry per-form penalties. Collecting the W-9 with the first document request beats chasing it in January. CertCove keeps the W-9 document itself secure and does not extract or store the taxpayer identification number as data — only owners and admins can open it.
- And licenses, agreements, the rest?
- Hiring an unlicensed contractor can mean fines and, in some states, an unenforceable contract. Signed agreements are what decide disputes. Client and insurer audits ask for all of it. If a document protects you, it should be on file before the work starts — not requested after something goes wrong.
- How accurate is the AI verification?
- It reads and checks certificates to assist your review; you confirm anything it flags. Automated review assists your compliance process; verify against original documents.
- Can I add my team?
- Yes. Invite teammates as an admin, a member, or a read-only viewer. Roles control who can make changes — viewers can see everything but cannot edit, which is useful for accountants, auditors, or project managers who only need visibility.
- Can I track certificates per project or job?
- Yes. Create projects and tag requests, certificates, and documents to them, so one subcontractor can carry separate coverage for separate jobs. A new certificate for one project does not replace the certificate on another.
- What documents does it handle?
- ACORD 25 certificates are verified against your coverage requirements. W-9s, licenses, agreements, and other vendor documents are automatically recognized and filed in each vendor's document library. Anything ambiguous routes to human review.
- How long does setup take?
- Minutes. Add a vendor, set your requirements, and send the link.
- What does it cost?
- Free for three vendors, with paid plans as you grow.
- What counts as a vendor?
- Only the parties you collect insurance or compliance documents from — subcontractors, trade contractors, service providers, IT vendors. Not every name in your accounting system, so a plan's vendor count goes further than it looks.
Free compliance check
Not ready to sign up?
Send us your certificates.
Send the certificates you have on file for your subs and we return a one-page report — what is expired, expiring within 60 days, and missing additional insured or waiver of subrogation. No charge, no account.