Policyhold

COI management

COI tracking for general contractors

By Policyhold Team, Compliance operationsPublished Updated 2 min readSources & references
  • coi tracking
  • general contractors
  • subcontractor insurance
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Policyhold Team, Compliance operations. Practical guidance for GC compliance and mobilization operations.

General contractors need a single view of which subcontractors are insured to your requirements right now, not which COIs arrived last quarter. This guide covers what to track, how often to verify, and how to connect COI status to mobilization decisions.

Use the free subcontractor insurance requirements generator to build a printable limit and endorsement spec by trade before you start COI review.

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Review a subcontractor COI for approval

Flag compliance issues on an ACORD 25 and get a mobilization-ready verdict with coordinator notes you can copy or export.

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What should a GC track on every subcontractor COI?

At minimum, verify named insured, additional insured status (when required), general liability and workers comp limits, policy dates, and any trade-specific coverage your contract requires.

Certificate of insurance (COI): A summary document issued by the subcontractor's broker listing active policies, limits, and dates. GCs use it to confirm coverage before mobilization.

How do COI tracking workflows fail on active job sites?

Failure modeOperational impact
Spreadsheet-only trackingNo alerts when certificates expire mid-project
Email as system of recordSupers cannot see status at mobilization
One-time onboarding reviewEndorsement changes after award go unnoticed

How does continuous COI tracking support mobilization?

Ops teams need blocked / cleared / pending status per vendor per project. When COI tracking is connected to mobilization, supers ask one question ("Is this sub cleared?") instead of chasing attachments.

For requirement checklists by trade, see subcontractor insurance requirements. To evaluate tooling, see vendor compliance software for general contractors, the product overview, or request a demo.

Sources

Reference starting points for GC compliance teams. Verify requirements with counsel and your owner contract.

Frequently asked questions

Quick answers to common questions from GC compliance teams.

COI tracking is the ongoing process of collecting subcontractor certificates of insurance, verifying limits and endorsements against your requirements, and monitoring expiration dates. The goal is a current clearance record per vendor so project teams do not mobilize subs with lapsed or non-compliant coverage.

Related resources

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