Get the Best COI Tracker

myCOI’s COI Tracker brings certificate of insurance compliance management to a whole new level. We protect your company against the risk of underinsured claims, costly litigation and failed audits.

a woman using a COI Tracker

Best Certificate of Insurance Tracking Software

tracking certificate policy coverage

Protect Your Business From Costly Claims

Ask your CFO or Risk Manager just how much claims and lawsuits can cost your business. If you are collecting certificates just to confirm they were received, you have no guarantee that your requirements are being met. myCOI Central is built on a foundation of insurance industry logic to ensure you remain protected with the appropriate coverage.

Automate Your COI Tracking

There’s no more need to worry about stacks of certificates cluttering up your office or hours of frustrating phone calls and emails to chase down certificates. myCOI Central provides your company with a solution to automate your insurance certificate requests, collection, and compliance resolution, while also giving your team a single, centralized repository to view compliance.

tracking general liability insurance for property compliance
COI Tracker for agents and brokers

For Agents & Brokers

Win business and boost retention by providing agency branded, industry leading insurance tracking software to your insureds. Offer software only or add on your own compliance review services.

What Are The Benefits of COI Software?

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What Our Customers Say

OUTSTANDING!! In my opinion, this has been the best program I’ve had the pleasure of using. From all the services provided within the program and the exceptional customer service, this has made my job duties very manageable. I cannot say enough good things about this program. I highly recommend it!

Having one place for our customers to upload their insurance certificate makes tracking insurance certificates much easier. We use to internally file and collect insurance certificates from customers and it was a challenge to collect all of that paper and to effectively track the insuarnce certificates.

We switched to myCOI from another insurance tracking system because we were looking for a more involved vendor that could do more for us than just track certificates. We needed help with compliance and having a system that could contact vendors and keep on them until they became compliant with insurance. myCOI does this for us and we have very few non-compliant vendors compared to the number we had in our last system.

The product has met our expectations in that it has allowed us to regain some time that was previously spent doing all of the administration of insurance cert requests, reviews and acceptance. With that, we have been able to reallocate resources to more pressing business needs rather than insurance certificate management.

Our clients are thrilled with myCOI and how their compliance levels have been elevated beyond expectations. The reports and analytics are so valuable in measuring activity and compliance achievements. The system functionality is easy to use. The team are true partners.

MyCOI is a very great portal, a space where to keep organized all our certificate of insurance for our vendors. With the advantage that are online, always accessible and no paper backup is needed.Once you learned how to navigate into the portal and how to use the report tab you will have a world opening to you. In just one place you can access all the vendor information, policy expiration date, non-compliant policy line and see the last date when a document was updated.Our Senior Client Success Manager, [sensitive content hidden], she is always on top of our requests, and she replies promptly.

MyCOI has been a fantastic partner for our company. With frequent meetings with our dedicated account manager, ongoing communication, and the ability to customize our insurance needs with precision, we’ve seen exceptional outcomes throughout our portfolio. [sensitive content hidden] has provided invaluable assistance, and the review team is exceptionally competent and amicable, even when we inundate them with urgent requests. Overall, it’s been an excellent experience, and we’re eagerly anticipating our continued collaboration with them.

myCOI has helped our company go from drowning in unreviewed cois to getting our insurance review under control. Their team has been an amazing support and resource, and helped us to navigate the Essentials program, later transitioning to Concierge service as the workload was more than our team was able to manage. The beauty of this platform is that it provides a single, central hub for clients, agents and vendors to access, update and communicate. Every myCOI team member with whom I have worked has provided excellent service, been pleasant, knowledgeable, and provided quick response times. The quarterly meetings are beneficial to recap what is going well, where we need to improve and have questions answered. I highly recommend myCOI.

myCOI provides amazing custom support and they make the platform very easy to navigate. The myCOI team is always very helpful and quickly responds to my questions or goes out of her way to direct me to the correct team member who is able to assist me.

myCOI has amazing customer support. Our account representative meets with us quarterly to keep up-to-date on how our group is feeling about utilizing the system and interfaces with us day-to-day, as needed, to address any issues we encounter with agent notes, reviews, etc. It has been an incredibly efficient and beneficial relationship since day 1.

The myCOI platform has been so easy to work with from multiple angles. Because there are multiple stakeholders, we are all notified and kept in the loop if there are any COI tracking issues that need to be revised.

COI Trackers

Certificate of insurance tracking software is one of the most important purchases your risk management team can make, and that importance only scales up as the number of COIs you need to track increases. At myCOI, we’re devoted to erasing the worry of certificate of insurance tracking, by using our industry-leading software and services to make sure your COIs are compliant when you accept them and across the lifetime of your contract with your third-party.

There are other solutions, of course. And many of them may be the right choice for your business, but myCOI has spent more than a decade ensuring that we’re the right choice for almost any company. We offer the best technology backed up by the very best team of insurance professionals.

And no one—no one—cares more than we do.

If you’re comparing a couple of COI management systems against each other, pay attention to things like this:

  • Can the solution verify compliance against certificate of insurance requirements by state?
  • Can it read both typed and handwritten COIs?
  • Is it backed by a team of insurance professionals, or are you putting all of your faith (and your risk) in a machine?
  • Does it meet all the individual needs you have for your business and your compliance team?
  • Is it insurance software, or insurance tracking software? Sometimes the difference is very important.

Take demos from all of them. Go in with a list of questions. And don’t leave that demo until you have your questions answered.

Why Should You Worry About Certificates Of Insurance?

The concept of a certificate of insurance is not a new one. In a very basic form, you probably have a certificate of your auto insurance in your car or your wallet. The form is a bit more complex for business general liability insurance, but the concept is the same: a document issued by an insurer saying that the bearer is insured against certain actions to certain levels of protection. 

Most agents or brokers will give you a certificate automatically, or offer you a way to request your certificate of insurance online via their website. 

Now that we’ve talked about how important certificates of insurance are, let’s look at an example. By far the most common general liability form is the ACORD 25 general liability insurance form, and you can see an example of this form from almost anywhere that provides certificate of insurance examples.

All of the fields are clearly labeled, and your agent or broker should provide it to you already filled out, but let’s look at the high points. The Insured box should have your name or your company’s name in it since it’s certifying your insurance. Depending on your coverage, you may see values in the General Liability box, the Automobile Liability box, or the Umbrella/Excess Liability box, and so on.

Knowing how to get an insurance certificate online is only useful if you’re carrying the correct kind and amount of coverage for your situation. Knowing what is correct is a conversation you have with your hiring entity and your agent or broker. 

And if you’re that hiring entity, you need to know how to organize certificates of insurance for tracking. We’ll talk about that next.

What Is The Best Way To Track COIs? (Certificates of Insurance)

The competition among providers who track certificates of insurance is fierce, and we’d be being dishonest if we didn’t say you need to choose the right solution for your company. Obviously, at myCOI we believe we are the right solution nine times out of ten, but we don’t fit every company, and that’s okay.

You’ll need to define what “success” means for your business. Is it the least expensive? That depends on how you measure cost. In pure dollars, a free COI tracking software may work, but is it reliable? Do its developers offer support? Are there regular product updates coming out? If not, check it carefully to make sure it isn’t out of date.

Is “best” the least of your precious person-hours consumed by tracking certificates of insurance? Then a managed solution like myCOI offers may be best. Our team of insurance professionals know what they’re looking at, and they’re experts in making sure your certificates are promising what they say they do, that they meet your business requirements for coverage, and our quarterly verification makes sure the coverage stays in effect.

Even if you already have a COI tracking solution you’re satisfied with, take a moment to consider whether the way you track certificates now is going to stay the best way forever. If your company scales and grows, will your current model hold up? Or do you need to get with your project planners early, and make sure your budgets include spending for the better COI tracking solution you may need to invest in?

When Do You Need Insurance Tracking Services?

At myCOI we talk to a lot of companies that have a solution that kind of works. Sometimes that solution is a spreadsheet. Other times that solution is one of the insurance tracking services that offer little more functionality than a spreadsheet would. And while there are undoubtedly myriad companies out there doing exactly that and seeing success, that’s not the best fit for every company.

Worse yet, sometimes we hear of people who ask “what is insurance tracking?”

Consider this question: you have a spreadsheet of several hundred or thousand rows, each row being a COI that needs to be tracked. New COIs get appended to the bottom of the spreadsheet as they’re added. This spreadsheet has been assembled across years, worked on by multiple employees, and saved in the cloud.

When was the last time you looked at the top of that spreadsheet when your day-to-day is at the bottom? That’s a lot of scrolling. Trust us: we have spreadsheets here, too. We know how it is.

Unless your insurance software knows how to check certificate of insurance details, to confirm the coverage listed matches the coverage you require from your third parties, and to verify that the coverage listed is still in force, you’re probably going to come up short.

myCOI’s solutions can do all of that.

How To Track Certificates Of Insurance From Subcontractors

In many cases knowing how to request certificates of insurance for subcontractors is either one of the simplest, or rarely the most time-consuming, part of a risk management team member’s job. In the former case, your company may have required a certificate of insurance for contractors who bid on the job, as part of the bidding process. Contractors need to know what their insurance costs will be to make a good bid, after all. It doesn’t do either party any good to bid on a job, win it, and then have to back out because you can’t afford additional insurance requirements.

In the latter case, when your company failed to request certificates beforehand, or worse, if you ask the project manager and they turn around and ask you how to request a certificate of insurance from a vendor, then you have more work to do. You’ll need to secure, or have secured on your behalf, certificates of insurance for each vendor or contractor.

How you do that depends on your business and the tools you use. In many cases you’ll just use a sample letter requesting certificate of insurance from vendors to generate a customized letter; in some cases, you may be requesting the certificate from the vendor’s agent or broker.

Many insurers and brokers have systems in place to receive these requests. 

Certificate Of Insurance Tracking

The competition in the certificate of insurance tracking space is fierce, and we’d be being dishonest if we didn’t say you need to choose the right solution for your company. Obviously, at myCOI we believe we are the right solution nine times out of ten, but we don’t fit every company, and that’s okay.

You’ll need to define what “success” means for your business. Is it the least expensive? That depends on how you measure cost. In pure dollars, a free COI tracking software may work, but is it reliable? Do its developers offer support? Are there regular product updates coming out? If not, check it carefully to make sure it isn’t out of date.

Is “best” the least of your precious person-hours consumed by tracking certificates of insurance? Then a managed solution like myCOI offers may be best. Our team of insurance professionals know what they’re looking at, and they’re experts in making sure your certificates are promising what they say they do, that they meet your business requirements for coverage, and our quarterly verification makes sure the coverage stays in effect.

Take it from us, though, you need something more powerful than an expiration date tracker. Software to track expiration dates does nothing to confirm that the coverage on the COI matches the coverage you require, or that it’s even valid. 

Can You Track Certificates Of Insurance Using an Excel Tracking Template?

If you’re looking for a simple and manual way to track the certificates of insurance in your business, then using a COI tracking spreadsheet is an option worth considering. Many companies begin with solutions like having their staff track insurance policies on Excel spreadsheets or other free COI tracking software. And for smaller companies just starting out, that system works. For basic certificate of insurance tracking Excel is not a bad solution.

The drawbacks of using an Excel insurance tracker are that they can be time-consuming to maintain and often require constant updating. What began as a simple project one person could track and easily snowball into a time-intensive process that’s impossible to scale as a company grows. Instead, companies might add more people and more spreadsheets, which leads to  paperwork being lost or misplaced, which leads to increased chances for errors in the data.

We’ve even seen a few examples of team turnover affecting this. When people first set up COI tracking for their business, looking for a certificate of insurance tracking template Excel is the first place they look. But if someone new comes in, and has a different way of doing it, the spreadsheet may be set up all wrong.

It’s not that as an insurance tracker Excel is a bad choice: it’s just that it doesn’t scale. As the number of COIs your business has to deal with grows, so does the need for a more robust, usually automated solution.

Certificates Of Insurance Issues And Answers

We know this can be a complicated topic because we get asked about certificate of insurance issues and answers all the time. Insurance is a complicated field with nuances around every corner, and almost every situation has some kind of unique aspect. Understanding coverage, understanding what the certificates of insurance actually say—and what they don’t say—can be, and often is, a full-time job, and it often takes more than glancing at a certificate of insurance template.

There are two parties you want to check within almost any instance of questions around certificates of insurance. First, for questions like which vendors need a certificate of insurance, check with your company’s risk management department, or when that doesn’t exist, your company’s general counsel about what your vendor insurance requirements are. In many cases, these departments or people can give you a certificate of insurance review checklist to help you ensure that the COIs you review have all the necessary coverage. 

The other party will be the agent or broker who issued the certificate of insurance. When you have questions about the coverage, exclusions, or limitations shown on a certificate of insurance you receive, the only safe source of information is the agent or broker itself. Don’t ask the third party who provided you with the certificate; not only does this give them the opportunity to be dishonest, it also sets you up to be taken advantage of out of ignorance or a mistaken belief about coverage. Go to the source. Ask the agent or broker. Certificate of insurance compliance is complicated enough without adding more chances for mistakes.

How My COI Makes It Easy to Track COIs at Scale

We also get asked quite often “what makes myCOI better than a free solution?” and the answers to that depend on the solution and your individual needs. But, within reason, if you think an insurance policy management software free download is worth testing, test it. But be careful! In this space, like so many others, you get what you pay for!

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