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Free COI tracking software · AI-powered extraction

AI COI Parsing — Stop Reading ACORD Forms by Hand

Automatic certificate of insurance extraction: every field, every coverage line, in seconds

Upload any COI PDF. TrackMyVendor's AI reads the ACORD form and extracts carrier, policy number, coverage types, limits, and expiration dates automatically — no manual data entry, no transcription errors. AI COI parsing is one step in a broader contractor compliance automation workflow that also covers license verification and W-9 collection.

Parse your first COI free — see every field extracted in seconds No credit card required

Manual ACORD form reading vs AI COI parsing

A single ACORD 25 certificate packs 20+ data fields across carrier info, multiple coverage lines, per-occurrence limits, aggregates, effective dates, and additional insured clauses — in a layout designed for print, not data entry. Here is what that means at scale.

Manual reading AI COI parsing
Time per certificate 5–15 minutes Under 10 seconds
Transcription errors Common — limits miskeyed, dates transposed None — extracted directly from source
Scales to 50+ vendors Requires dedicated staff time Same effort regardless of roster size
Coverage gap detection Manual comparison against requirements Automatic flag when limits fall short
Expiration tracking Calendar entry per certificate Automatic alerts at 90, 60, 30, 7 days
Multiple policies per vendor Separate spreadsheet rows or files Aggregated under one vendor profile
Audit trail PDFs in shared drives or email Structured records with upload timestamps

How automatic COI extraction works

Four steps from PDF to structured compliance data — no manual entry at any stage.

Play: COI parsing in TrackMyVendor: a certificate uploaded, every coverage line and endorsement read and checked against your requirements
One certificate, read and checked against your requirements. No sound needed.

1. Upload the COI PDF

Drag and drop or send a sub a secure magic link so they upload directly. Standard ACORD 25 forms and most carrier-issued certificates are supported, and a scanned PDF is read the same as a digital one — no separate OCR step. Your team touches nothing — the sub submits, the AI reads.

2. AI reads the ACORD form

The AI COI parser extracts every structured field: insured name, carrier, policy number, effective and expiration dates, certificate holder, description of operations, and every coverage line — General Liability, Workers' Compensation, Auto, and Umbrella limits including per-occurrence and aggregate amounts.

3. Extracted data drives automatic compliance checks

Coverage limits are compared against your organization's or project-level minimums. If a vendor's General Liability is $500,000 and your project requires $1,000,000, it is flagged immediately — without anyone doing the math.

4. Automatic expiration alerts — no calendar management

The parsed expiration date triggers email reminders at 90, 60, 30, and 7 days before the policy lapses. Route those alerts to Slack or Teams via Zapier or Make integration. Nothing falls through the cracks between renewal cycles.

What the AI extracts from every COI

Not just the header. Each coverage line carries its own policy period, so a certificate whose auto policy lapses three months before the general liability shows up as a problem on the day the auto expires — not on the certificate’s overall date.

Policy & certificate fields

  • Insured name
  • Insurance carrier
  • Policy number
  • Certificate holder
  • Description of operations
  • Document type — certificate, endorsement, or both

Coverage lines, limits & dates

  • General Liability limits
  • Workers' Compensation limits
  • Commercial Auto limits
  • Umbrella / Excess Liability limits
  • Per-occurrence & aggregate amounts
  • Effective and expiry dates per coverage line

Endorsements

A certificate tells you a policy exists. An endorsement tells you whether it actually covers you — and it’s the part people skip. The parser reads the endorsement pages when they are attached, and tells you plainly when they are not.

Additional Insured

Including whether it is blanket or scheduled, and whether it covers ongoing operations, completed operations, or both. A CG 20 10 without a CG 20 37 leaves half the exposure uncovered — see CG 20 10 vs CG 20 37.

Waiver of Subrogation

Whether the carrier has given up its right to come after you after paying a claim — the clause most subcontract agreements require and most certificates omit.

Primary & Non-Contributory

Whether the sub’s policy pays first, rather than sharing the loss with yours.

Notice of Cancellation

Whether you get told if the policy is pulled mid-job, instead of finding out from a claim.

Each one reads as on file, expired, or missing entirely — because missing is the state that matters most, and a ticked ADDL INSD box on the certificate is not the same thing as the endorsement itself. What we read from a COI, and how endorsement verification works.

Who uses COI tracking software?

General contractors verifying sub insurance before mobilization — without reading every ACORD form themselves
Property managers processing dozens of vendor COI renewals each year without a dedicated compliance staff
HOA boards that require contractor insurance but lack the bandwidth to manually review every certificate
Risk managers who need to compare coverage limits across a large vendor roster quickly and accurately

Frequently asked questions

What is AI COI parsing?
AI COI parsing is the automatic extraction of structured data from a Certificate of Insurance PDF using machine learning. Instead of manually reading the ACORD form and keying in carrier, policy number, coverage types, limits, and expiration dates, the AI reads the document and extracts every field in seconds.
What file formats does the COI parser support?
PDF, JPEG and PNG. Standard ACORD 25 forms and most carrier-issued certificates are supported, and a scanned PDF is read the same as a digital one. Your sub's upload link and the add-certificate form take PDFs; a photo of a certificate your team files on the Documents tab is read too, and offered a move to Insurance.
Does the parser need OCR (optical character recognition) for scanned certificates?
No separate OCR step. OCR turns a scan into a block of text and leaves you to find the fields in it; the AI reads the scanned page itself — the ACORD layout, each coverage row, the limits and the dates — and returns the same fields it reads from a digital PDF. A faint, skewed or handwritten scan is worth checking against the original, as with any certificate.
How accurate is automatic COI data extraction?
The AI accurately extracts all structured fields from standard ACORD 25 forms — insured name, carrier, policy number, coverage types, limits, and expiration dates. Extracted data is displayed for review after upload so you can confirm results before they drive compliance checks. For non-standard or handwritten certificates, manual review is recommended.
Does the parser read endorsements, or only the certificate?
Both, when the endorsement pages are attached to the upload. TrackMyVendor reads Additional Insured, Waiver of Subrogation, Primary and Non-Contributory, and Notice of Cancellation endorsements, and records each as on file, expired, or missing. For an Additional Insured endorsement it also captures whether it is blanket or scheduled, and whether it covers ongoing operations, completed operations, or both — a CG 20 10 without a CG 20 37 leaves completed operations uncovered. A ticked ADDL INSD box on the certificate itself is a claim about an endorsement, not the endorsement, and is recorded as such.
Does each coverage line get its own expiration date?
Yes. General liability, workers compensation, auto and umbrella each carry their own policy effective and expiration dates, read from that row of the ACORD form rather than from the certificate header. This matters because policies rarely run in step: an auto policy that lapses three months before the general liability is a real gap that a single certificate-level date would hide until it was too late.
Can the ACORD form parser detect coverage gaps?
Yes. Once coverage amounts are extracted, they are automatically compared against the minimum requirements you set for your organization or individual projects. If a vendor's General Liability limit is below your required threshold, it is flagged immediately on their compliance record — no manual comparison required.
Can I upload multiple COIs for the same vendor?
Yes. Vendors typically carry separate policies for General Liability, Workers' Compensation, and Commercial Auto — often from different carriers. Upload each COI separately and all extracted coverage data is consolidated under that vendor's profile.
How is this different from just storing COI PDFs in a shared drive?
Storing PDFs means someone still has to read them. AI COI parsing extracts structured data from each certificate so coverage limits, policy numbers, and expiration dates are searchable and comparable — not buried in document files. Expiration dates automatically trigger alerts. Coverage limits automatically trigger gap flags. No one has to open a PDF to know a sub is compliant.

Stop reading ACORD forms line by line

Upload the PDF. The AI extracts the data. Compliance checks happen automatically.

Parse your first COI free

Free COI tracking software — up to 25 subs at no cost, no credit card required

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