FOR GENERAL CONTRACTORS

Subcontractor COI tracking, without the spreadsheet.

Every sub on your job site should carry current insurance that names you correctly. Here's how to collect certificates of insurance, check them, and stay ahead of expirations — and how DocumentLane does it for you.

What goes wrong with manual COI tracking

A sub's general liability policy lapses mid-project and nobody notices until a claim.
The certificate lists the wrong additional insured, so your company isn't actually covered.
Coverage limits fall below what the owner's contract requires.
Renewal certificates sit in someone's inbox instead of the project file.

A simple COI workflow

1. Request
Send each subcontractor a COI checklist with a secure upload link — no account or app for them.
2. Upload
Subs or their insurance agents upload the certificate and endorsements directly to your portal.
3. Review
Your team checks coverage, additional insured, and expiry dates, then approves or asks for a corrected certificate.
4. Renew
Automatic reminders go out 30 and 7 days before a COI expires, so renewals arrive on time.

Frequently asked questions

What is COI tracking?

COI tracking is the process of collecting certificates of insurance from subcontractors and vendors, confirming the coverage meets your contract requirements, and following up before the policies expire.

Why do general contractors need to track subcontractor COIs?

If an uninsured or underinsured sub causes damage or an injury, the claim can land on the general contractor's own policy. Current, correct certificates help shift that risk back where it belongs.

What should a subcontractor COI include?

Typically general liability, workers' compensation, and auto coverage at the limits in your subcontract, with your company (and often the owner) named as additional insured. Many contracts also require a waiver of subrogation.

Is a spreadsheet enough for COI tracking?

It works for a handful of subs. As the roster grows, spreadsheets make it easy to miss an expiry date or an incorrect endorsement — that's the gap dedicated COI tracking software closes.

Stop chasing subcontractor COIs.

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