Best COI Tracking Software for General Contractors (2026)
TrackMyVendor, myCOI, Billy, TrustLayer, Jones, HoundDog, CertFocus, BCS, and Certificial all collect and read certificates of insurance. For a general contractor they differ on who does the work, what gets checked beyond the certificate, whether each job can have its own requirements, and how you buy them. Here is each one, on the same capabilities.
Choose a managed or enterprise platform if
- ✓You want people reviewing hard certificates for you — HoundDog, CertFocus and Jones put specialists on them.
- ✓Compliance has to live inside your construction ERP and project tools — Billy is built around those integrations.
- ✓You run a broad third-party risk program with BI reporting and an account manager — TrustLayer.
- ✓You want an AI to make the compliance call, backed by sixteen years of history — myCOI, now illumend.
- ✓You want a free start now and a full-service team to take over the chase later — BCS.
- ✓Your subs' insurance agents are on a network that updates coverage at the source — Certificial.
Choose TrackMyVendor if
- ✓You want the price on the page and to set it up yourself today, with no demo and no implementation.
- ✓You need each sub's license checked against the state database, not stored as another document.
- ✓You want the endorsement forms read — additional insured, waiver, primary and noncontributory — not just the ticked boxes (Pro).
- ✓Your insurer's premium audit should take an afternoon: every sub's coverage by day, with the evidence (Pro).
- ✓You pay subs from QuickBooks Online and want their compliance on the vendor record before you do (Starter and up).
- ✓You track more than contractors — tenants, renters, franchisees — each on their own list, with requirements set per job, site or property.
What COI tracking software does
COI tracking software — also called certificate of insurance tracking or COI management software — replaces the spreadsheet and the email chase. It collects certificates from your subs and vendors, reads the coverage, dates and limits, checks them against your requirements, and reminds everyone before a policy lapses. For the full picture, see what COI tracking is and COI tracking software.
All nine tools on this page do that core job. The table compares them on what separates them: whether anyone checks the contractor's license with the state, whether the endorsement forms are read, whether your premium audit is covered, how you buy it, and whether you can move your data in and out. A check means its own website describes the capability; a dash means it doesn't say.
The shortlist for general contractors
Each of these is the right tool for some GC. Here is who it suits and how it is priced, from its own website.
TrackMyVendor
Best for: GCs who want to set it up themselves today, with each sub's license checked against the state board as well as the certificate read.
Price: a free plan, then $39 or $59 a month; no per-contractor fees, no minimum, no setup fee.
Endorsement forms read and a premium-audit report on Pro; per-project minimums on Starter and up.
myCOI
Best for: Teams that want an AI to make the compliance call, backed by 16 years of myCOI history.
Price: No published prices; demo first, now sold as illumend.
Lumie decides on each certificate and escalates only what it can't resolve.
TrackMyVendor vs myCOI →
Billy
Best for: Construction GCs who want compliance inside their ERP and project tools.
Price: Calculator estimate ~$600/mo, "typical for 100–300 subs"; quote after a demo.
Deep construction integrations, prequalification and a managed plan.
TrackMyVendor vs Billy →
TrustLayer
Best for: Risk teams running a broad third-party program with BI reporting.
Price: Pro and Complete priced through a demo.
BI and custom reports, AI-suggested requirements, a dedicated account manager.
TrackMyVendor vs TrustLayer →
Jones
Best for: Real estate portfolios and GCs who want specialists reviewing policies.
Price: Per record, per year, no per-review or vendor fees; quote from sales.
Specialist review of certificates, endorsements and full policies; lease extraction.
TrackMyVendor vs Jones →
HoundDog
Best for: Teams that want people reviewing hard certificates and chasing agents.
Price: Quote by vendor count; monthly, no annual plan.
Account-manager review, agent outreach, e-signed agreements and lien waivers.
TrackMyVendor vs HoundDog →
CertFocus
Best for: Large rosters that want credentialed insurance professionals doing the work.
Price: $6–$8 per vendor/yr self-service, $7,500 minimum, $3,500–$4,800 setup (owner's guide).
CIC, CPCU, CISR or CRIS account managers who review and phone vendors.
TrackMyVendor vs CertFocus →
BCS
Best for: Teams that want a free start and the option to hand the whole chase to a full-service team.
Price: Self-service $0.95/vendor/mo; full service $17.80/vendor/yr with a $10,000 minimum.
Vendors see what's wrong with a certificate seconds after uploading it; full service when you want it.
Certificial
Best for: Companies whose suppliers' insurance agents are on its Smart COI network.
Price: Free Basic plan; Professional from $99/mo; Enterprise by contact.
Coverage updated from the insurance agency's own system as policies change.
Prices are each vendor's published figures, checked October 2026 and November 2026; CertFocus's are from its owner's pricing guide and Billy's from its own calculator. Confirm them with the vendor before you decide.
What a general contractor should check before buying
Every tool here collects and reads certificates. These are the five questions that separate them on a job site.
-
1
Does it read the endorsements, or just the certificate?
The ACORD 25 only ticks the additional insured and waiver boxes; the endorsement forms are what grant them. Ask whether the tool reads the forms themselves, such as CG 20 10 and CG 20 37 for ongoing and completed operations, the waiver of subrogation and primary and noncontributory wording. TrackMyVendor reads them by ISO form number on Pro (endorsement verification).
-
2
Can each job carry its own requirements?
A sub may owe higher limits on one project than on the rest. Ask whether minimums can be set per project, not only company-wide. TrackMyVendor sets per-project coverage minimums on Starter and up.
-
3
Is the sub's license checked, or only its insurance?
A clean certificate and a suspended license can sit on the same sub. Of the tools on this page, only TrackMyVendor's site describes checking the license against the state board's own records (license verification); the others store a license as a document or don't mention it.
-
4
Will it be ready for your premium audit?
Your insurer's auditor asks for a certificate covering every sub for the whole policy period, and adds the cost of any uninsured sub's work to your premium (how the general liability audit works). Ask whether the tool can show who was covered on each day. TrackMyVendor's insurance audit report does, on Pro.
-
5
Who chases the subs: you, or the vendor's staff?
Self-serve tools send the requests and reminders and you handle the replies. Full-service plans put the vendor's people on the phone, and charge for it with annual minimums; BCS's and CertFocus's full service start at $10,000 a year. TrackMyVendor is self-serve: subs get a one-time upload link and renewal reminders at 90, 60, 30 and 7 days on Starter and up.
Managing property instead of jobs? The same questions apply per building; see vendor compliance for property managers.
COI tracking software compared, capability by capability
Hover an icon for the detail, open a row for every vendor's note, or click a linked vendor name for the full one-to-one comparison.
| Capability |
TrackMyVendor
|
myCOI | Billy | TrustLayer | Jones | HoundDog | CertFocus | BCS | Certificial |
|---|---|---|---|---|---|---|---|---|---|
| Verifying beyond the certificate | |||||||||
| ✓ | ✗ | – | ~ | ✗ | ✗ | ✗ | ✗ | ✗ | |
|
The license checked against the state database.
|
|||||||||
| ✓ | – | ✓ | – | ✓ | ✓ | – | ✓ | ✓ | |
|
Additional insured, waiver, primary and noncontributory.
|
|||||||||
| ✓ | – | ~ | – | – | – | – | – | – | |
|
The EMR letter and OSHA 300A, for vetting a sub.
|
|||||||||
| ✓ | – | – | – | ~ | ~ | – | ~ | ~ | |
|
Was every sub insured, every day of the policy period?
|
|||||||||
| ✓ | – | – | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | |
|
What's missing, in words.
|
|||||||||
| Fit with your office | |||||||||
| ✓ | – | – | – | – | – | ~ | – | – | |
|
Compliance where you pay subs.
|
|||||||||
| ✓ | – | – | – | – | – | – | – | – | |
|
Deadlines in the calendar you already use.
|
|||||||||
| ✓ | ✓ | ~ | ✓ | ✓ | ✓ | ✓ | ✓ | ~ | |
|
Contractors, vendors, tenants, renters in one roster.
|
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| Collecting and reading | |||||||||
| ✓ | – | ✓ | ✓ | ✓ | ✓ | – | ✓ | – | |
|
What the sub has to do.
|
|||||||||
| ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | |
|
Coverage data pulled from the PDF.
|
|||||||||
| ✓ | – | ✓ | ~ | – | ✓ | – | ~ | – | |
|
Collected with the COI, read for you.
|
|||||||||
| ✓ | – | ✓ | ✓ | – | ✓ | ✓ | ✓ | ~ | |
|
Before each certificate expires.
|
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| Your data | |||||||||
| ✓ | – | – | – | – | – | – | ~ | ✓ | |
|
Bring your roster and certificates across.
|
|||||||||
| ✓ | – | – | – | ✓ | ~ | ~ | ~ | – | |
|
Take everything out, any time.
|
|||||||||
| ✓ | – | – | ✓ | ~ | ~ | ✓ | ✓ | ~ | |
|
Connect compliance to your own systems.
|
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| Buying and setup | |||||||||
| ✓ | ✗ | ~ | ✗ | ✗ | ✗ | ~ | ✓ | ~ | |
|
See the price before you talk to anyone.
|
|||||||||
| ✓ | – | – | – | – | – | – | – | – | |
|
Who configures the account, and how long it takes.
|
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✓ described on its site ~ partly, or on a higher tier ✗ not offered, per its own site – not described on its site Hover an icon, or open a row's details, for the note behind it.
Each competitor's column is taken from its own website, checked October 2026 and November 2026; CertFocus's prices are from its owner Vertikal RMS's pricing guide. Features change — confirm anything that decides it for you with the vendor.
What COI tracking software costs
Anywhere from nothing to five figures a year. The price follows three things more than the feature list: whether you or the vendor's staff do the work, how the roster is counted, and what you pay before the first certificate is read. Where a vendor publishes a figure, here is what it comes to for a year.
Flat monthly, self-serve
TrackMyVendor
$0 – $708 a year
A free plan to start. Starter is $39/mo and Pro $59/mo, flat, with no per-contractor fees. No minimum, no setup fee, 30-day trial on paid plans.
Estimate, then a quote
Billy
~$7,200 a year
Its calculator shows about $600/mo, "typical for 100–300 subs". The exact price comes after a demo.
Per vendor, with a minimum
CertFocus
$11,000+ in year one
$6–$8 per vendor a year self-service, a $7,500 minimum and $3,500–$4,800 to implement, per its owner's pricing guide. Until the per-vendor rate adds up past the minimum, the minimum is the price.
What moves the price
- Who does the work. Self-serve tools charge for software. Managed and full-service plans charge for people reviewing certificates and phoning vendors, and cost more for it.
- How the roster is counted. Per vendor, per record or by vendor count makes a growing roster a growing bill. A flat plan doesn't.
- What you pay before day one. Annual minimums, implementation fees and a weeks-long onboarding are part of the price. Ask for them in writing next to the per-vendor rate.
- What is in the base plan. License checks, endorsement reading, premium-audit reports and accounting integrations are often a higher tier. Price the plan that has what you need, not the entry plan.
How each one prices
TrackMyVendor and BCS publish their rates on their own sites, and Certificial a starting price. The rest price through a demo, a quote or a minimum published elsewhere.
| Tool | How it's priced |
|---|---|
| TrackMyVendor | Published: a free plan and flat monthly plans; 30-day trial on paid plans, no sales call |
| myCOI | No published prices; demo first, now sold as illumend |
| Billy | Calculator estimate ~$600/mo, "typical for 100–300 subs"; quote after a demo |
| TrustLayer | Pro and Complete priced through a demo |
| Jones | Per record, per year, no per-review or vendor fees; quote from sales |
| HoundDog | Quote by vendor count; monthly, no annual plan |
| CertFocus | $6–$8 per vendor/yr self-service, $7,500 minimum, $3,500–$4,800 setup (owner's guide) |
| BCS | Self-service $0.95/vendor/mo; full service $17.80/vendor/yr with a $10,000 minimum |
| Certificial | Free Basic plan; Professional from $99/mo; Enterprise by contact |
Why enterprise suites rarely fit a small GC
Most of the tools above were built for rosters in the hundreds and a compliance team to run them. A small general contractor buys differently.
You're not managing hundreds of vendors
With a few dozen regular subs, vendor portals, onboarding flows and approval tiers add friction instead of removing it. You end up managing the software instead of using it.
You don't have an IT team or an admin
Enterprise rollouts need someone for configuration, data migration and training, often over weeks. An owner-operator or a two-person office needs something it can set up in an afternoon.
You'd pay for what you never use
Enterprise pricing bundles ERP integrations, analytics and multi-division reporting into the base price, with minimums to match. Tracking COIs, licenses and W-9s doesn't need most of it.
Your subs don't run compliance portals either
Large commercial subs have staff to keep a vendor portal current. A three-person crew sends a PDF from a phone. The tool has to take it that way.
For what a small GC actually has to track, see the small GC compliance guide.
Switching to TrackMyVendor from any of them
A migration is two files — the vendor list and the certificates — and an afternoon. Each vendor's own page has the specifics.
-
1
Get your records out of your current tool
Export your vendor list as a spreadsheet and your current certificates as files, or ask your account team for them before your contract renews.
-
2
Recreate your requirements
Write down the limits and endorsements your current tool checks against, and set them as coverage rules, company-wide and per job, site or property.
-
3
Import the roster and the certificates
The vendor list as a spreadsheet, then the certificates as a ZIP; each one is read and filed under its contractor. Import and export (Starter and up).
-
4
Ask for whatever is missing
Subs without a current document get a one-time upload link. No account.
-
5
Keep your data portable
Full export on every plan; the REST API and webhooks on Pro.
Still on a spreadsheet?
A spreadsheet works for a handful of long-term subs. It stops working when renewals, follow-ups and per-job requirements become the job. See when to switch from a spreadsheet to software, or start with the template.
Free template
Track it in a spreadsheet first
A pre-formatted .xlsx with columns for certificate details, license numbers, expiration dates and W-9 status, plus an Instructions tab. Tell us where to send it — no account to create.
Start free with TrackMyVendor
Or skip the spreadsheet
Subs upload through a one-time link with no account of their own, AI reads every certificate, and licenses are checked against the state database. Start free; paid plans come with a 30-day trial.
Get started free — no credit card →Frequently asked questions
What is the best COI tracking software for general contractors?
How much does COI tracking software cost?
Which COI tracking software publishes its prices?
Which COI tracking software verifies contractor licenses?
Which tools read the endorsement forms, not just the certificate?
Can COI tracking software help with a premium audit?
What's the best COI tracking software for a small general contractor?
How hard is it to switch COI tracking software?
The self-serve one, with the license checked too.
Import your subs, read their certificates and endorsements, check their licenses and send the first upload links today. Start free; paid plans come with a 30-day trial.
Rather see it first? Book a 15-minute walkthrough — optional.
A broker or management firm? See the agency console — every client in one view, under your logo.
Related guides and tools
How TrackMyVendor collects and reads certificates
Contractor License Verification
The check a certificate can't make
The forms behind the ticked boxes
Ready before your premium audit
Your roster and certificates, in and out
REST API, REST hooks and webhooks
The free template
Red flags and how to verify
Free to start, no sales call