About COI File

COI File was born from frustration.

In 2020, I was managing vendor compliance for a commercial property management company in Chicago. Every week, I'd spend 8–10 hours updating spreadsheets, chasing down expired certificates, and manually checking coverage requirements.

Three vendors let their general liability lapse in the same month - and I didn't find out until an incident was already on my desk. One of those gaps cost the property $47,000 in uncovered damages.

I looked for simple, affordable COI tracking software. Everything was either enterprise-priced ($500+/month) or required a sales demo just to see the product. Nothing was built for the property manager with 20–100 vendors who just needs to know: are my vendors compliant or not?

So I built COI File - the simple COI tracking software that does one thing well: tells you whether your vendors are insured, and alerts you before they're not.

What I learned tracking 2,000+ COIs

• Spreadsheets always fail. Someone forgets to update a date, a formula breaks, and suddenly you're 30 days past expiration without knowing it.
• Vendors don't self-notify. Most vendors don't proactively send updated COIs. You have to chase them.
• Coverage requirements vary by trade. An electrician needs different limits than a landscaper. Spreadsheets don't flag the differences.
• The cost of a gap is enormous. One uninsured vendor on your property can cost tens of thousands in uncovered claims.

What COI File does differently

• No demo required. Sign up and start tracking in under 5 minutes.
• Transparent pricing. Free for up to 5 vendors. $29/mo for growing teams. No hidden fees.
• AI extraction. Upload any COI and our AI reads it in seconds. No manual data entry.
• Vendor portal. Vendors upload their own certificates. No more chasing by email.
• Built by someone who's been there. I know what it's like to manage 2,000+ COIs in spreadsheets. This tool is built for that reality.

COI File is a sole proprietorship - no venture capital, no board of directors, no enterprise sales team. Just a simple tool built by someone who spent six years in the trenches tracking vendor insurance.

If you're tired of spreadsheets, I built this for you.

- Firdaosh Bano
Founder, COI File