Import and Export Your COI and Contractor Compliance Data
Bring the roster you already keep. Take everything with you whenever you want.
Import contractors from a spreadsheet and certificates of insurance from a folder of PDFs, without retyping either. Export compliance reports to Excel and PDF for an owner, an auditor or a board — or every record and every file in one ZIP.
Import contractors and certificates of insurance
Two imports, for the two things you already have: a list of who you work with, and a pile of certificates.
From a spreadsheet
CSV, Excel (.xlsx) or older Excel (.xls) · up to 200 contractors per file
- ✓ Columns matched from your own headers: name, contact, email, phone, licence number
- ✓ Each licence number looked up in the state licence data we import, and the record attached
- ✓ Duplicates of contractors you already have flagged and left unticked
- ✓ A preview first — nothing is created until you confirm it
From a folder of COIs
A ZIP of PDF certificates · up to 50 per upload
- ✓ Every certificate read for carrier, policies, limits and expiration dates
- ✓ Matched to the contractor it belongs to, or used to create them
- ✓ Graded against your coverage requirements the moment it is filed
- ✓ Expiration alerts scheduled from the dates on the certificate
On every plan: copy up to 50 rows out of a spreadsheet and paste them into the add-contractors sheet — the columns land in their cells, ready to check and save.
File import is included on Starter and Pro, within your plan's contractor limit. Step-by-step: import contractors and bulk-import certificates.
Moving from spreadsheets or another COI tracking tool
A COI migration is usually two files: the vendor list and the certificates. Most COI tracking tools, and every spreadsheet, can give you both.
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1
Export your roster as CSV or Excel
From your spreadsheet, or from your current tool's vendor or subcontractor export. Keep the headers it comes with; they are matched for you.
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2
Import the roster
Check the preview, untick anything you don't want, and import. Licence records are attached where the numbers match state data.
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3
Import the certificates
Zip the PDFs and upload them, 50 at a time. Each one is read, filed under its contractor and graded against your requirements.
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4
Ask for what is still missing
Anyone without a current certificate, W-9 or licence gets an upload link they open on their phone, with no account to create.
Coverage and dates are never copied out of a spreadsheet: they come from the certificates, so a migration does not carry yesterday's typos into the new system. Not ready to move yet? The free COI tracking spreadsheet template keeps the same records in Excel until you are.
Export compliance reports and your data
Reports for the people who ask how compliant you are, and a complete archive for when you need everything.
Compliance reports, Excel or PDF
Pro
- ✓ Compliance overview — counts, statuses and what is outstanding across the roster
- ✓ Contractor roster — contractors, licences and documents with expiry dates, as three sheets or a PDF page per contractor
- ✓ Per-project reports — who is on each job and how they stand against its requirements
Full data export
Every plan · workspace owners
- ✓ One ZIP with a workbook of every contractor, licence, project, document and certificate
- ✓ The uploaded certificate, licence and document files, in a folder per contractor
- ✓ Yours to keep, move or archive — no request to support, no fee
When a one-off file isn't enough
Exports are snapshots. To keep compliance status flowing into other systems, connect them instead:
- QuickBooks Online — each sub's status on their vendor record, updated on its own. QuickBooks COI tracking
- Calendar feed — every expiration date in Google Calendar, Outlook or Apple Calendar. Integrations
- API and webhooks — read compliance status from your own code, and get an event when a COI nears expiration. COI tracking API
Simple, transparent pricing
Bulk import is on Starter and Pro; Excel and PDF reports are on Pro. The full data export is on every plan.
Free
Free forever. No credit card. No expiration date on the free tier.
- ✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
- ✓Any other document, filed by category — contracts, financials, licensing, insurance
- ✓License tracking in all 50 states, plus automated daily state-database verification
- ✓Magic link uploads — your subs send documents without an account
- ✓Expiration tracking across every license, certificate and W-9
- ✓Weekly compliance digest by email
- ✓Timestamped audit trail
Starter
Solo GC or property manager tired of chasing renewals manually — less than the cost of discovering one expired license on inspection day.
- ✓Everything in Free
- ✓Unlimited subcontractors — no 25-record ceiling
- ✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
- ✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
- ✓Bulk import — add your roster from CSV or a certificate archive
- ✓Invite a second user to your account
Pro
Multiple job sites or properties, with a foreman or office manager who also needs access.
- ✓Everything in Starter
- ✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
- ✓Projects — group subs by job or property, with per-project coverage requirements
- ✓Unlimited users & team roles
- ✓Integrations — QuickBooks Online, Zapier, Make, Slack and Teams
- ✓Compliance reports (PDF & Excel)
No contracts. Cancel anytime. See the full plan comparison →
Import and export: common questions
Can I import contractors from Excel or a CSV file?
How do I migrate from another COI tracking tool?
Can I import insurance details from a spreadsheet?
Which plan includes bulk import?
Can I export a COI compliance report to Excel or PDF?
Can I get all of my data out if I leave?
Bring your roster over this afternoon
Start free, and import your spreadsheet and certificates on a 30-day Starter or Pro trial.
Get started free — no credit cardExplore More
Integrations
Connect compliance alerts to the tools your team already uses
Free COI Tracking Spreadsheet
Free template + automated alternative
Compliance Status & Reports
Every contractor red or green at a glance, and dated PDF and Excel reports
AI COI Parsing
AI-powered certificate of insurance extraction
Vendor Management
Organize all your contractors in one place
Compare COI Tracking Software
How TrackMyVendor compares to myCOI, Avetta, and spreadsheets
COI Tracking Software
Software for collecting and tracking COIs
Plans & Pricing
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