How COI File Works
Three steps. Under two minutes per COI. No training needed, designed for property managers and contractors who are tired of spreadsheet chaos.
Most COI tracking tools require weeks of setup, training calls, and migrations. COI File takes a different approach: upload a certificate and see the result immediately. Our AI does the heavy lifting so you don't have to become a COI expert.
Here's exactly how it works, step by step. Whether you're tracking 5 vendors or 500, the process is the same.
Upload a Certificate of Insurance
Drag and drop any certificate of insurance - PDF, image (JPG, PNG), or ACORD 25 form. Our AI extracts the key data in under 30 seconds: policy types, coverage limits, effective dates, expiration dates, and additional insured status.
Or let your vendors upload their own certificates via the Vendor Upload Portal. No more chasing COIs by email.
See Compliance Status at a Glance
Your dashboard shows every vendor's compliance status instantly. Green = compliant. Yellow = expiring soon. Red = expired or non-compliant. No more digging through spreadsheets.
COI File automatically checks each COI against your requirement templates - coverage limits, additional insured, waiver of subrogation, and more.
Get Alerts Before Insurance Expires
COI File sends automatic email alerts at 30, 14, and 7 days before a certificate expires. Both you and your vendor get notified. No more surprise lapses.
Need proof for an audit? Generate a compliance report with one click.
From spreadsheet to dashboard in under 5 minutes
5 min
Setup time. No demo call, no onboarding.
<2 min
Per COI upload and verification.
0
COIs that slip through the cracks.
Common workflows
Onboarding a new vendor
Send the vendor your upload portal link. They upload their COI. COI File extracts the data, checks it against your requirements, and shows green/yellow/red on your dashboard. Total time: under 2 minutes, and you never touched a spreadsheet.
Preparing for an audit
Open the compliance report. COI File generates a complete report showing every vendor, their coverage status, expiration dates, and any gaps. Export as PDF and send to your auditor or property owner. No manual compilation needed.
Managing renewals across a portfolio
Your dashboard shows upcoming expirations sorted by urgency. Automatic alerts at 30, 14, and 7 days go to both you and the vendor. When the vendor uploads the renewed certificate, the status updates automatically. No calendar reminders, no follow-up emails.
Stop Tracking COIs in Spreadsheets
Upload a certificate, see compliance status at a glance, and never let coverage lapse again.
No credit card required. Free for up to 5 vendors.