Property managers
Keep proof of coverage for every cleaner, plumber, and landscaper who works on your buildings.
Insurance compliance
Certificate of Insurance Tracking Software
DocuStacker is certificate of insurance tracking software for businesses that hire contractors. Keep every certificate in one place, see when each policy ends, and know who is missing proof of coverage.
Certificate register
Example data
2Current1Expiring1Expired1Missing
- Harbor Electric LLCGeneral LiabilityMar 14, 2027Current
- Northside RoofingWorkers' CompIn 12 daysExpiring soon
- Apex Cleaning Co.General Liability9 days agoExpired
- Pine Street MoversAuto LiabilityNo certificateMissing
- Delta HVAC ServicesUmbrellaAug 2, 2027Current
Four statuses tell you where every certificate stands
Current
The certificate is on file and the policy is in force.
Expiring soon
The policy ends within your reminder window, so it is time to ask for a renewal.
Expired
The end date has passed. The contractor has no proof of coverage on file.
Missing
A required certificate was never uploaded for this contractor.
Why Insurance Certificate Tracking Breaks Down
Most teams start with good intentions and a spreadsheet. The trouble is that certificates expire on their own schedule, and nobody has time to watch every date.
- 01
Certificates live in inboxes
A COI arrives as an email attachment. It gets saved somewhere, or it does not. Months later, nobody can find the current copy.
- 02
The spreadsheet falls behind
Someone types end dates into a spreadsheet. It works until they get busy, go on leave, or miss one row.
- 03
Expiry dates slip past
Policies renew every year, often on different dates. Without a reminder, a contractor can work for weeks with no proof of coverage.
- 04
Chasing contractors takes hours
Asking for a new certificate means another email, another follow-up, and another file to save in the right place.
What Is on a Certificate of Insurance?
A certificate of insurance, or COI, is a one-page summary of a company's insurance. It proves coverage was in place on the day it was issued. Here are the parts that matter most when you track it.
- 1
Insured
The company whose insurance this certificate shows.
- 2
Policy numbers
One line for each policy, such as general liability or auto.
- 3
Effective and expiry dates
When each policy starts and ends. These are the dates you track.
- 4
Coverage limits
How much each policy pays out. Compare these with your contract.
- 5
Certificate holder
Your business, if the insured named you on the certificate.
DocuStacker does not read certificates or check limits for you. Your team reviews each one and enters its expiry date. From then on, DocuStacker keeps track.
How Certificate of Insurance Tracking Software Works
Each certificate moves through the same five steps. Good COI tracking software handles the dates and the reminders, so your team only steps in when something needs a person.
- Step 1
Request
Email the contractor a private link to upload their certificate.
- Step 2
Receive
The certificate lands in that contractor's inbox in DocuStacker.
- Step 3
Record
Your team reviews it, files it, and enters the expiry date.
- Step 4
Remind
DocuStacker reminds your team before the policy ends.
- Step 5
Renew
Add next year's certificate. Last year's copy is kept, not replaced.
InsuranceSame folders for every contractor
- General Liability Expiry required 60 and 30 days before Required
- Workers' Compensation Expiry required 30 and 7 days before Required
- Auto Liability Expiry required 30 days before
- Umbrella / Excess Expiry optional 30 days before
Organized by coverage
Certificate of Insurance Management Software, Organized by Coverage
Good certificate of insurance management software is more than a list of dates. In DocuStacker, every contractor gets the same set of folders. Create one for each type of coverage you ask for. Each folder has its own rules.
- Expiry rule. Make an end date required, optional, or not used.
- Warning window. Hear about a lapsing policy up to three months ahead, or on the day it ends.
- Required flag. Mark a folder as required, and anyone without a certificate shows up as missing.
- Coverage history. Each renewal is saved as a new version, so you can show what coverage was in place on any past date.
Prefer "contractors" or "subcontractors" to "clients"? Change the label once in settings, and it updates across DocuStacker.
Expiration tracking
See Every Policy That Is About to End
Every policy that ends in the next 90 days shows up on one screen. Lapsed coverage sits at the top, so the riskiest gaps get handled first.
From there, your team can upload the renewed certificate or ask the contractor for it. Waiting on a broker? Pause the reminders for a week or two. Stopped using a contractor? Mark the policy as one that won't be renewed. The certificate stays on file, and the warnings stop.
OverduePolicy end date has passed
Next 7 daysAsk for the renewal now
Next 30 daysReminder already sent
31–90 daysOn the radar
Insurance Certificate Tracking for Teams That Hire Contractors
It matters to any business that lets another company work on its property or its projects.
General contractors
Track certificates for each subcontractor before they step onto a job site.
Facilities teams
Hold insurance records for the service companies that keep your offices running.
Event venues
Collect certificates from caterers, rental firms, and other outside companies before each event.
COI Tracking Software FAQs
What is certificate of insurance tracking software?
It is software that keeps every certificate of insurance you collect in one place, records when each policy ends, and warns your team before it does. It replaces the spreadsheet and the email folder with one list you can check at a glance.
What is a certificate of insurance?
A certificate of insurance, or COI, is a one-page summary of a business's insurance. It lists the insurer, the policy numbers, the types of coverage, the limits, and the dates each policy starts and ends.
Why does insurance certificate tracking matter?
If a contractor without insurance causes damage or an injury on your job, the cost can land on you. Tracking certificates helps you show that each contractor had coverage in place while they worked for you.
What should the best COI tracking software do?
At a minimum, it should keep every certificate in one place, track expiry dates, remind you before a policy ends, show who is missing a certificate, and make it easy to ask for a new one. The best COI tracking software is also simple enough that your team keeps it up to date.
Does DocuStacker read certificates or check coverage limits?
No. DocuStacker does not read the certificate for you or compare its limits with your contract. Your team reviews each certificate and enters its expiry date. DocuStacker then tracks the dates, the reminders, and the missing certificates.
Can contractors upload their own certificates?
Yes. Send a request from the contractor's record, and they get an email with a private upload page. No login is needed. Their certificate then waits in DocuStacker for your team to check and file.
Can we track more than one policy for each contractor?
Yes. Set up a folder for each type of coverage, such as general liability, workers' compensation, and auto. Each folder has its own expiry rule and its own reminder days.
Stop Chasing Certificates by Email
Put every certificate in one place and know which policies end next. Learn more about DocuStacker, or see DocuStacker pricing.