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
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Magic link onboarding — documents arrive through an upload link, no account needed
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Unlimited subcontractors — no per-record fees and no 25-record ceiling
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the subcontractor
- ✓Projects & job sites — group subcontractors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓QuickBooks & integrations — QuickBooks Online, the API, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
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
Reads dates, limits and carriers from every certificate
Subcontractor Management Software
Every sub's license, COI and W-9 in one dashboard
Compare COI Tracking Software
How TrackMyVendor compares to myCOI, Billy, TrustLayer and more
COI Tracking Software
Collect, read and track every certificate of insurance
Plans & Pricing
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