Best COI tracking software in 2026: 9 tools compared by price and fit

The short answer

The right COI tracking software depends mostly on three things: how many vendors you track, whether you want software only or software plus a review team, and which systems the tool needs to connect to.

• **Free or under $50 a month, small vendor list:** SubDoc, bcs (free up to 25 vendors), TrustLayer Starter (free up to 50 vendors), or COI File.
• **Hundreds of vendors and a dedicated risk team:** TrustLayer paid plans, Jones, or illumend (formerly myCOI).
• **Commercial real estate on Yardi or MRI:** Jones.
• **Construction with Procore:** Billy or Jones.
• **Live policy data instead of static PDFs:** Certificial.
• **COIs plus licences, permits, and certifications in one place:** ExpiryScan.

Disclosure: ExpiryScan publishes this page and is one of the tools listed. We have kept every claim to what each vendor publishes about itself.

Pricing snapshot (checked 2026-10-07)

Prices are as listed on each vendor's site on the date above. Introductory promotions are excluded.

What separates COI tracking tools

Every tool on this list stores certificates and reminds someone before they expire. The differences that matter in practice are elsewhere.

Who reviews the certificate

There are three models:

1. **Self-service tracking.** Your team reads each certificate and records the expiry date and status. The software handles reminders, owners, and evidence. Cheapest, but your team owns the review.
2. **AI-assisted review.** The software reads the ACORD 25 or policy document and checks limits, endorsements, and additional insured wording against your requirements. Your team handles exceptions.
3. **Managed review.** Insurance professionals review certificates for you. Most expensive, least internal work.

Decide which model you need before comparing feature lists, because it drives most of the price difference.

How vendors submit documents

Look for vendor upload links that do not require the vendor to create an account, automatic follow-up when a certificate is missing or deficient, and a record of every request sent. Vendor friction is the main reason COI programs fall behind.

What it connects to

Property management teams often need Yardi or MRI. Construction teams often need Procore or their accounting system. If your tool does not connect to where vendors and payments live, someone ends up re-keying vendor lists.

What else it tracks

Some teams only need COIs. Others also track vendor licences, W-9s, permits, safety certifications, and staff credentials. A dedicated COI platform will go deeper on insurance; a general expiry tracker keeps every expiring record in one register.

The tools

bcs

bcs offers a permanent free tier for up to 25 vendors and self-service tracking at $0.95 per vendor per month. Its Full-Service tier adds professional review at $17.80 per vendor per year, with a $10,000 annual minimum. The published per-vendor pricing makes it one of the easiest tools on this list to budget for.

**Consider it if:** you want transparent per-vendor pricing and may add professional review later.

TrustLayer

TrustLayer's Starter plan is free for up to 50 vendors. Pro and Complete plans cover larger vendor counts and are priced by quote.

**Consider it if:** you want to start free with up to 50 vendors and move to a quoted plan as your vendor count grows.

Jones

Jones collects and reviews certificates, endorsements, and full policies, checks coverage against your requirements, and manages vendor outreach. It integrates with Yardi Voyager, MRI Software, Procore, CMiC, Sage 300, and Sage Intacct, among others. Pricing is billed annually per tenant or vendor record per property and is not published.

**Consider it if:** you run commercial real estate or construction on one of the systems it integrates with.

illumend (formerly myCOI)

myCOI's site now redirects to illumend, an AI platform that reviews certificates and endorsements against each customer's requirements, with optional human oversight. It targets construction, commercial real estate, retail, utilities, government, manufacturing, and transportation. Pricing is by demo.

**Consider it if:** you want AI review at enterprise scale and may want human oversight added.

Certificial

Certificial replaces static certificate PDFs with "Smart COIs" that update when integrated insurance agencies change policy limits or endorsements. It is built for procurement, supply chain, risk, and vendor management teams. Pricing is by demo.

**Consider it if:** you want live coverage data rather than periodic certificate collection, and your vendors' agents will participate.

Billy

Billy is built for construction. It collects and verifies subcontractor COIs, W-9s, and business licences, integrates with Procore, and lets subcontractors upload without logging in. Pricing is not published; a free trial is offered.

**Consider it if:** you are a general contractor managing subcontractor compliance in Procore.

SubDoc

SubDoc is free for up to 3 vendors. Its Pro plan covers up to 100 vendors at $20 per month, and Advanced removes the vendor cap at $55 per month. It extracts ACORD 25 data automatically, and vendors do not need an account to submit.

**Consider it if:** you are a small contractor or property manager with a short vendor list and a tight budget.

COI File

COI File starts at $39 per month for 10 vendors, $89 for 50, and $199 with no vendor cap. Each plan has a 7-day trial that requires a card at signup. It focuses on property management, with AI extraction from ACORD 25 PDFs and vendor records organized by property.

**Consider it if:** you manage properties and want simple monthly pricing without an annual contract.

ExpiryScan

ExpiryScan is a general expiry tracker rather than a dedicated insurance review platform. It tracks vendor COIs in the same register as licences, permits, certifications, and staff documents, with an owner, reminder schedule, files, and renewal evidence on every record. Plans start at $29 per month for 25 vendors or employees and 100 expiry items, with a 14-day free trial. It does not verify coverage or interpret endorsements.

**Consider it if:** COIs are one of several expiring record types your team tracks, and you want them in one place. See how the workflow runs on the COI tracking software page.

Common buying mistakes

• **Paying for managed review you will not use.** If your vendor list is small and your contracts are standard, self-service tracking with good reminders covers most of the risk.
• **Choosing self-service when nobody owns review.** The reverse also happens: a cheap tracker with no one assigned to read certificates leaves the same gap as a spreadsheet.
• **Ignoring vendor experience.** If vendors must create accounts or learn a portal, response rates drop.
• **Forgetting the other expiring documents.** Licences, W-9s, permits, and safety certifications often lapse on the same vendors. Check whether they belong in the same tool.
• **Treating tracking as verification.** A tracked certificate is not proof that coverage meets your contract. Coverage questions belong with your broker, insurer, or legal review.

How to shortlist in an hour

1. Count active vendors and tenants that must provide COIs.
2. Decide which review model you need: self-service, AI-assisted, or managed.
3. List the systems the tool must connect to.
4. Shortlist two or three tools from the pricing table that match.
5. Run your messiest five vendors through each trial or demo before committing.

FAQs

What is the best COI tracking software?

There is no single best tool. For small vendor lists, free tiers from bcs, TrustLayer, and SubDoc are hard to beat. For large real estate or construction portfolios, Jones and illumend offer deeper review and integrations, and TrustLayer scales to quoted plans. If COIs are one of several expiring documents you track, a general expiry tracker such as ExpiryScan keeps them together.

How much does COI tracking software cost?

Published prices on this list range from free (bcs up to 25 vendors, TrustLayer up to 50, SubDoc up to 3) to $199 per month for uncapped vendors at COI File. Enterprise platforms such as Jones, illumend, and Certificial do not publish prices.

Is there free COI tracking software?

Yes. bcs is free for up to 25 vendors, TrustLayer Starter is free for up to 50, and SubDoc is free for up to 3, according to their pricing pages on 2026-10-07.

Does COI tracking software verify insurance coverage?

Some tools check limits, endorsements, and additional insured wording against your requirements, either with AI or with insurance professionals. Self-service trackers, including ExpiryScan, track dates, owners, and evidence but do not verify coverage.

What is an ACORD 25?

ACORD 25 is the standard certificate of liability insurance form used in the United States. Many COI tools extract data from it automatically.