How we make this list: we compare pricing pages, product documentation and public user reviews. Ratings come from G2, Capterra or Trustpilot, with the date we checked them.
Key takeaways
- Most teams should start with a free tier: TrustLayer Starter covers up to 50 vendors free forever, and BCS covers 25 vendors free with no time limit.
- Published per-vendor pricing is rare in this market. BCS ($0.95 per vendor per month self-service) is the clearest quote you can get without a sales call.
- If your problem is stale PDFs rather than missing ones, Certificial's live policy data model is the only one built around real-time coverage instead of documents.
- Construction and real estate teams get the most purpose-built options: Jones, Billy and BCS all integrate with Procore, and Billy adds warranty tracking after project closeout.
- Every other vendor on this list sells through demos and annual contracts, so budget extra weeks for procurement on Certificial, Jones, illumend, Evident, CertFocus, Billy and SmartCompliance.
Quick comparison
| Tool | Best for | Starting price | Free plan |
|---|
 Certificial | Companies that want live policy data instead of static PDFs | See website (custom quote) | Yes (limited, Standard plan free for policy holders and agents) |
 Jones | Commercial real estate and construction teams needing deep policy review | See website (custom quote, per tenant or vendor record per property, billed annually) | No |
 TrustLayer | Small teams that want to start free and grow | $0 (Starter plan, free for up to 50 vendors; $10 per additional vendor per month) | Yes (Starter is free permanently for up to 50 vendors) |
 illumend | Teams that want AI to make the compliance decision, not just flag documents | See website (custom quote) | Free trial (advertised by the vendor) |
 BCS | Teams that want published, per-vendor pricing with no sales call | $0.95 per vendor per month (self-service); free for up to 25 vendors | Yes (free permanently for up to 25 vendors, no credit card) |
 Evident | Large enterprises verifying insurance plus licenses, identity and background | See website (custom quote) | No |
 CertFocus | Enterprises that want credentialed insurance experts doing the chasing | See website (custom quote) | No |
 Billy | General contractors already running Procore | See website (custom quote, based on subcontractor volume) | No |
 SmartCompliance | Insurance professionals who also need to issue certificates, not just track them | See website (custom quote) | No (30-day money-back guarantee advertised) |
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We review this list regularly. Vendors can request a listing, send updated pricing or ask about featured placement.
The best COI tracking software
A subcontractor starts work on Monday. Their certificate of insurance arrives on Wednesday, expired last month, with the wrong additional insured wording. Your project manager finds out in June, after a claim. This is the failure COI tracking software exists to prevent: collecting certificates, reading them against your requirements, and catching expirations before they become liability. These nine tools cover the real market, from free tiers for small vendor lists to enterprise platforms that verify coverage in real time.
#1
Certificial
Best for: Companies that want live policy data instead of static PDFs
Visit certificial.com
Starting priceSee website (custom quote)
Free planYes (limited, Standard plan free for policy holders and agents)
Certificial takes a different angle from every other tool here. Instead of chasing PDF certificates and parsing them, it connects to the agent's system of record so coverage changes, renewals and endorsements update automatically. A certificate that reads compliant on the day it was issued can go stale the next week; Certificial's model is built to catch that gap. The vendor says more than 100,000 companies and 25,000 agencies use the network.
The catch is the network effect. You get the most value when the agencies writing your vendors' policies participate, because that is what feeds the live data. Pricing for the requestor side is quote-based, and implementation means changing how your vendors and their agents interact with you. If your main pain is documents going stale after collection rather than the collection itself, this is the strongest fit. If you just need someone to read PDFs faster, the tools below do that more simply.
What we like- Smart COI Network connects requestors, agents and insureds on one platform
- Coverage updates flow in real time when the agent changes the policy
- Insureds and agents get a free Standard plan, which helps adoption
Watch out for- Buyer pricing is not published, so every deal starts with a sales conversation
- The real-time model works best when your vendors' agents are on the network too
#2
Jones
Best for: Commercial real estate and construction teams needing deep policy review
Visit getjones.com
Starting priceSee website (custom quote, per tenant or vendor record per property, billed annually)
Free planNo
Jones is the pick when the COI itself is not enough. Most trackers verify the certificate; Jones also pulls the underlying policy to find exclusions and restrictions that never appear on the ACORD 25. That depth matters for risk teams managing large vendor or tenant populations where a missed exclusion can dwarf the software cost. Collection, verification, vendor communication and audit records all run in one platform, and the Jones Network reuses verified vendor data so you collect the same certificate once.
Expect an enterprise buying process. Pricing is per tenant or vendor record per property, billed annually, with unlimited COI reviews per record, but you will not see a number before a demo. Teams outside real estate and construction should confirm fit before investing the evaluation time, because the product, integrations and review expertise are all tuned to those two industries.
What we like- AI review paired with insurance specialist review for judgment calls
- Reads full policies, not just the COI, to catch exclusions
- Two-way integrations with Procore, MRI, Yardi, CMiC and Sage
Watch out for- No published pricing, and the per-record annual model adds up on large portfolios
- Built for real estate and construction, so other industries get less tailored workflows
Starting price$0 (Starter plan, free for up to 50 vendors; $10 per additional vendor per month)
Free planYes (Starter is free permanently for up to 50 vendors)
TrustLayer earns its place with the most generous free entry point in the category. Starter is free forever for up to 50 vendors, with AI-powered document classification, prebuilt compliance profiles and automated vendor onboarding. If you pass 50 vendors, each additional one costs $10 per month. For a small business tracking a few dozen subcontractors or tenants, that is enough to professionalize the process at zero cost.
The trade is depth. Starter verifies document presence with AI; defining insurance thresholds, endorsements and automated downstream workflows means moving to Pro or Complete, where pricing goes back behind the sales conversation. Treat Starter as the on-ramp it is: excellent for getting off spreadsheets, and a natural point to evaluate whether the paid tiers beat the per-vendor pricing of BCS or the managed services of CertFocus.
What we like- A genuinely free Starter tier with AI document reading, not a time-limited trial
- Vendors respond without creating accounts and brokers get access
- Setup takes under 30 minutes per the vendor
Watch out for- Starter covers collection and basic verification, while deeper compliance logic sits on Pro and Complete
- Paid tier prices beyond the $10 overage rate are not published
#4
illumend
Best for: Teams that want AI to make the compliance decision, not just flag documents
Visit illumend.ai
Starting priceSee website (custom quote)
Free planFree trial (advertised by the vendor)
illumend is myCOI's AI-native rebuild, and the pitch is blunt: most tools still route every document to a person, so you are managing a review queue with software. Lumie reviews every COI and endorsement automatically, checks coverage against your contract or lease language, and only surfaces the exceptions it cannot resolve. The workflow is designed for the operations, procurement and admin staff who usually get stuck with COI duty without insurance training.
Because it is the newest product on this list, ask harder questions in the demo: how it handles unusual endorsements, what the human review fallback costs, and how migration from your current tracker works. The free trial the vendor advertises makes that evaluation low risk. For teams drowning in review backlog rather than collection problems, the automation-first design is the point.
What we like- Lumie AI reads contracts, COIs and endorsements line by line and decides compliance itself
- Built on 16 years of myCOI review expertise
- Guided workflows translate insurance requirements into plain language for non-specialists
Watch out for- Pricing is not published
- The product launched in 2025, so it has a shorter track record than the myCOI service behind it
#5
BCS
Best for: Teams that want published, per-vendor pricing with no sales call
Visit getbcs.com
Starting price$0.95 per vendor per month (self-service); free for up to 25 vendors
Free planYes (free permanently for up to 25 vendors, no credit card)
BCS is the transparency pick. The pricing page lists everything: free up to 25 vendors, $0.95 per vendor per month for self-service ($11.40 per vendor per year), and $17.80 per vendor per year for full-service with a $10,000 annual minimum. You are billed on active vendors only, and integrations run through an open API at no extra platform fee. Two hundred vendors on self-service costs $2,280 per year, a number you can verify yourself in about ten seconds.
The per-vendor model cuts both ways. It is cheap and predictable at small and mid volumes, but a 2,000-vendor program runs about $22,800 per year on self-service before you add staff time, at which point a managed service quote deserves a look. Setup for self-service takes days; full-service onboarding takes six to eight weeks. If you want to evaluate software this week without talking to sales, start here.
What we like- Fully published pricing on every tier, rare in this market
- Free tier is permanent with full platform access
- RiskBot AI agent plus a 98,000-plus vendor network
- Integrations with Procore, MRI, Yardi and Viewpoint
Watch out for- Full-service management starts at $17.80 per vendor per year with a $10,000 annual minimum, so managed help is enterprise-priced
- Self-service leaves vendor outreach to your team
#6
Evident
Best for: Large enterprises verifying insurance plus licenses, identity and background
Visit evidentid.com
Starting priceSee website (custom quote)
Free planNo
Evident belongs on a different shelf from the trackers above. It is a supplier risk platform where insurance verification is one module alongside identity, credentials and compliance data, built for organizations with large, distributed supplier networks. The differentiators are the data layer: fraud signals on forged certificates, carrier downgrade alerts, and benchmarks that tell you whether your coverage requirements are stricter or looser than peer programs.
That scope comes with enterprise buying friction: demos, security review, annual contracts and no public prices. Shortlist Evident when your program spans countries, when you already verify licenses and backgrounds alongside insurance, or when procurement wants one risk platform instead of three point tools. For straightforward COI collection, it is overkill at overkill prices.
What we like- Verifies far beyond COIs: business licenses, background checks, registrations and fraud signals
- Operates in 140 countries and 65 languages
- API-first with webhooks and SDKs for developers
- Benchmarks your requirements against peer programs
Watch out for- Enterprise sales cycle with no published pricing
- Far more platform than a 50-vendor tracking list needs
- Implementation is a project, not a signup
#7
CertFocus
Best for: Enterprises that want credentialed insurance experts doing the chasing
Visit vertikalrms.com
Starting priceSee website (custom quote)
Free planNo
CertFocus, from Vertikal RMS, is the managed-service end of the market. The product pairs tracking software with people: a dedicated team that monitors your compliance ratio, runs vendor outreach and advises on requirements. Clients can choose software-only self-service or hand the whole program over. The vendor reports compliance rates above 90 percent and 99 percent customer retention, which reflects how sticky a well-run managed program becomes.
Buy this when you have decided the work should not live with your team at all. The tradeoff is cost and speed: service-based compliance is priced like a service, onboarding involves configuring the program to your requirements, and you will not find a price without a conversation. For mid-market teams that want software with light-touch help, BCS full-service or Jones will usually quote lower.
What we like- Dedicated client success manager plus a service team of credentialed insurance professionals
- Self-service software or full-service management on one platform
- Hawk-I AI for automated COI review
- Highly customizable workflows and reporting
Watch out for- No published pricing
- The service-heavy model is the most expensive way to buy COI tracking
- Onboarding and customization take longer than self-serve tools
Starting priceSee website (custom quote, based on subcontractor volume)
Free planNo
Billy is the specialist pick for general contractors. Everything about it assumes construction: project-specific requirements, endorsement validation like CG 2010 and CG 2037, and integrations with Procore, Autodesk, Sage 300, CMiC, Viewpoint Vista and JD Edwards. The standout features are operational: compliance status surfaces inside Procore without switching tabs, payments can be blocked to non-compliant subs, and warranty tracking keeps chasing insurance for years after closeout, which matters in states with long latent-defect statutes.
The honest limitation is scope. Billy does not serve real estate, retail or any other industry, by design. Pricing depends on subcontractor volume and solution type, so expect a scoping call. If you are a GC on Procore drowning in sub paperwork, the fit is obvious. If you manage tenants or non-construction vendors too, pair it with something broader or pick a generalist.
What we like- Built only for construction, so every workflow is project-based
- Deep Procore integration with a side panel and Procore Pay blocking for non-compliant subs
- Subcontractors upload without creating accounts
- Warranty tracking continues after project closeout
Watch out for- Construction-only, so mixed-industry portfolios need another tool
- Pricing is quote-based on sub volume
- Founded in 2021, so a shorter track record than CertFocus or myCOI
#9
SmartCompliance
Best for: Insurance professionals who also need to issue certificates, not just track them
Visit smartcompliance.co
Starting priceSee website (custom quote)
Free planNo (30-day money-back guarantee advertised)
SmartCompliance stands out by handling issuance as well as tracking. Most tools on this list only chase certificates from your vendors; SmartCompliance also helps agencies and brokers create, deliver and renew certificates to their own clients, with batch delivery and policyholder communication. That two-sided design explains its long-standing customer base among insurance professionals, TPAs and program administrators.
The acquisition note matters: the company says it is now part of Terra, so ask about the roadmap before signing a multi-year deal. Pricing is quote-based and the sale runs through demos, so come prepared with your vendor count and requirement complexity. The 30-day money-back guarantee lowers the risk of the trial. Pick it when issuance is part of your workflow; otherwise the pure trackers above are simpler.
What we like- Covers both sides: commercial collection and construction management plus COI issuance and renewal processing
- Full-service and self-service options
- Long history serving insurance professionals and TPAs
- 30-day money-back guarantee
Watch out for- No published pricing
- Now part of Terra, so watch where the product goes
- The buying process is sales-led with phone demos
How we chose
We started with the search terms buyers actually use: COI tracking software, certificate of insurance tracking, and vendor insurance compliance software. For each candidate we opened the vendor's own website and pricing page, checked feature claims against documentation and help centers, and cross-checked positioning against public reviews on G2 and Capterra plus practitioner discussion on Reddit. Pricing appears in this article only when the vendor publishes it; where the vendor requires a demo for a quote, we wrote "See website" rather than repeating third-party estimates. Tools that had been acquired or folded into another product were verified live and either listed under their current brand or left out.
What to look for in COI tracking software
The category looks uniform from a distance. Up close, the products solve different problems, and mismatching the tool to your problem is the most common buying mistake.
Collection vs. verification vs. monitoring
Collection is getting the document from the vendor. Verification is reading it against your requirements and catching deficiencies. Monitoring is watching for expirations, cancellations and mid-term changes after approval. Every tool here collects; they differ sharply on the other two. If your pain is vendors ignoring emails, prioritize no-login uploads and automated outreach (BCS, Billy, TrustLayer). If your pain is bad documents getting approved, prioritize review depth (Jones, illumend, CertFocus). If your pain is coverage changing after approval, look at live data models (Certificial, Evident).
Self-service, managed, or hybrid
Self-service means your team runs the platform. Managed means the vendor's analysts chase vendors and review documents for you. Managed costs several times more but removes the work entirely; CertFocus, BCS full-service and Billy's managed tier sell this. Be honest about staffing: a self-service tool with nobody assigned to it becomes an expensive dashboard.
Integrations that actually matter
For construction, Procore integration is close to mandatory; Jones, BCS and Billy all have it, with Billy's running deepest. Real estate portfolios should check MRI, Yardi and Entrata compatibility. Everyone else should confirm the API: if compliance status cannot flow into your ERP or AP system, your team will maintain two sources of truth.
The per-vendor math: what 100 and 500 vendors really cost
Per-vendor pricing makes small programs cheap and large programs worth modeling. At 100 vendors: BCS self-service costs about $1,140 per year; TrustLayer Starter is free to 50 vendors, then $10 per vendor per month beyond, so roughly $6,000 per year at exactly 100; BCS full-service would be about $1,780 per year but the $10,000 minimum applies, so $10,000. At 500 vendors: BCS self-service is about $5,700 per year; TrustLayer past-50 pricing scales linearly to roughly $54,000 per year, which is the point where its Pro or Complete plan (or a competitor) should be quoted.
The quote-based vendors do not publish numbers, but their models differ in ways that affect the bill. Jones prices per tenant or vendor record per property per year, so multi-property portfolios multiply fast. CertFocus and Billy scope on program complexity and sub volume. When you request quotes, ask every vendor for the same thing: total annual cost at your current vendor count, what happens to the price when the count grows 50 percent, and which fees sit outside the per-vendor rate (implementation, integrations, extra states or entities).
Frequently asked questions
What is COI tracking software?
It collects certificates of insurance from vendors, subcontractors or tenants, checks them against your insurance requirements, and monitors expirations and renewals. The goal is to make sure nobody works for you or in your buildings without the coverage your contracts require, and to have proof of it when a claim or audit arrives.
How much does COI tracking software cost?
Published pricing is rare. BCS lists $0.95 per vendor per month for self-service with a free tier to 25 vendors, and TrustLayer's Starter is free to 50 vendors with $10 per vendor per month beyond that. Every other major vendor quotes custom annual pricing, typically driven by vendor count, properties and service level, so expect a sales process and annual contracts.
Can I track COIs with a spreadsheet?
You can, until roughly 30 to 50 vendors. Past that, expirations slip, requirement versions drift across email threads, and nobody can prove what was verified and when. The free tiers from TrustLayer and BCS exist precisely for teams outgrowing spreadsheets, and both cost nothing to try.
What is the difference between COI tracking and a Smart COI?
Traditional tracking collects PDF certificates and checks them at a point in time. Certificial's Smart COI connects to the agent's system so coverage data updates continuously; cancellations and mid-term changes surface without anyone resubmitting a document. It is a different architecture, not just a feature, and it depends on agency participation.
Do vendors need accounts to submit certificates?
Not on most modern platforms. TrustLayer, BCS and Billy all let vendors upload through a link with no login, which materially improves response rates. Older or more enterprise workflows sometimes still require vendor portals, so confirm this in the demo if your vendors are not tech-savvy.
How long does implementation take?
Self-service tools take days: BCS says a few days, TrustLayer says under 30 minutes for Starter. Managed and enterprise programs take longer: BCS full-service runs six to eight weeks, and Jones, CertFocus and Evident implementations are scoped projects with onboarding teams. Plan your renewal or audit calendar around the longer timelines.
Sources we checked (14)
- https://certificial.com/
- https://www.certificial.com/blog-post/we-compared-7-best-coi-tracking-software-in-depth-feedback-and-review
- https://getjones.com
- https://trustlayer.io/
- https://www.trustlayer.io/resources/trustlayer-starter-free-compliance-tracking
- https://www.illumend.ai
- https://www.getbcs.com
- https://www.getbcs.com/pricing-and-plans
- https://evidentid.com/
- https://www.vertikalrms.com
- https://billyforinsurance.com/
- https://smartcompliance.co
- https://www.docsumo.com/blog/best-coi-tracking-software?46b99e40_page=1
- https://www.getbcs.com/blog/best-coi-tracking-software-for-construction
Is your product missing or out of date?
We review this list regularly. Vendors can request a listing, send updated pricing or ask about featured placement.
Shihab Mia · Founder, Rankite
Shihab has 5+ years in B2B and SaaS SEO. He writes Rankite's software buying guides from pricing pages, documentation and public user reviews. More about Shihab.