Support
Help and
frequently asked questions.
The short answers to the questions we hear most. If you do not see yours, write to us — we reply within one business day.
- 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.
- 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.
Still need help
Talk to a human.
Send a note through the contact form, or email us directly at hello@certcove.com. We reply within one business day.