COI tracking, managed by licensed insurance professionals.
Every certificate collected, verified, and tracked against your contractual requirements. Deficiencies worked directly with third parties and their brokers. Renewals tracked continuously, on a platform that keeps compliance visible across your operation.
Trusted by organizations running COI tracking at scale.
Certificate tracking is a continuous operation, not a one-time review.
New third parties come on board. Existing relationships renew. Coverage lapses, requirements change, and deficiencies surface. Managing it in spreadsheets and email chains turns the work into operational burden, and leaves gaps in the protection your operation depends on.
The full compliance cycle, run as one continuous operation.
COI tracking isn't a single task. It's a cycle across every relationship, every renewal, every coverage change. We run the whole cycle as a managed service, on a platform your team sees in real time.
Built for the relationships where certificate-level oversight is the appropriate standard.
Certificate Review is the standard for the majority of third-party relationships. Vendors, suppliers, lower-exposure contractors, tenants, and the operational ecosystems that depend on structured compliance oversight without requiring full policy depth.
For higher-exposure relationships, capital improvement contractors, construction, or specialty risk, we offer Endorsement Review and Comprehensive Policy Review. Work with our team to match review depth to your risk.
COI tracking, run on enterprise-grade infrastructure.
The system of record for third-party compliance across your book, holding every certificate, endorsement, finding, and resolution for the full life of the exposure. It feeds the systems you already run.
A claim can land years after a relationship ends. Be prepared with the proof of what was covered and who verified it. Your operational systems won't have it. Their broker and agent won't keep it. We will.
Built for how you want to operate.
Certificate Review is available across three engagement models. Same platform, same expert depth where you need it. The choice is how much of the operation you want us to run.
Everything you expect from COI tracking software, and more.
Certificate Review covers every capability you'd expect from COI tracking software, with the operational substance generic software can't deliver.
Generic COI Software
Docutrax Certificate Review
Certificate collection
Automated renewal tracking
Document storage
Reporting dashboard
Integrations (API, SFTP, webhooks)
Licensed insurance professional review
Active remediation with third parties and brokers
Multi-stakeholder views (broker, carrier, operating)
Retention beyond the relationship lifecycle
Limited
Custom requirements per relationship
Limited
US-based dedicated Account Manager
A managed operation, run by licensed insurance professionals.
Certificate tracking, run for the operations that depend on it.
Common questions about working with Docutrax.
We already have a COI tracking solution. Why switch?
This isn't a switch between trackers; it's a different category of solution. A tracking tool collects documents and watches dates, and the reading, the judgment, and the remediation stay with your team. Working with Docutrax means an insurance compliance operation runs behind everything your tracker does today: licensed professionals review every certificate against your requirements, gaps get worked to resolution, and your team keeps full visibility throughout. You keep everything a tracker gives you and gain everything it can't.
Does this replace our COI tracking software, or work alongside it?
It replaces it, and the upgrade is significant on both fronts. At everything a tracker does, collection, expiration tracking, live status, ours is simply better: designed from decades of insurance and risk management experience, engineered for large organizations, built to produce insight rather than store documents. And it was built for far more than tracking: your requirement profiles mapped to every level of your organization, documented review determinations, remediation workflows, and reporting your leadership actually uses. You're not swapping tools. You're moving to the infrastructure a compliance operation runs on.
What exactly gets checked on a certificate?
Everything on it that your contract speaks to: the named insured matches the entity you actually contracted with, the right coverage lines are present at the required limits, policy dates are current, the certificate holder is correctly designated, and required coverages shown on the certificate line up with your requirements. Every check is documented, so your file shows what was verified and by whom.
Do you use AI to review COIs?
Yes, where it belongs. AI captures and structures the data from every document, so the coverage and compliance record is complete, searchable, and ready when you need it. But interpretations and judgments are always left to our team of licensed insurance professionals, who make and document every compliance determination. We know exactly where AI falls short, and we've built the operation so it never has to matter. That same care extends to your data: it's protected under SOC 2 Type 2 controls and never leaves our governed environment.
What happens if a certificate doesn't meet our requirements?
The vendor receives a cure notice: what falls short, what the contract requires, what needs to change. Outreach runs under your brand, in your tone of voice, from your company email, on a cadence we define together, and where notices alone don't resolve it, our team engages the vendor and their agent directly until compliant coverage is in place. Every touchpoint is documented. Your team sees the status. We close the coverage gaps.
How often are certificates reviewed?
At every renewal and expiration as the baseline: a new certificate is collected and fully re-reviewed against your requirements, annually for most programs. The recollection and re-review cadence is configurable to whatever your risk management approach calls for, and when something urgent surfaces, an incident, a concern about a specific vendor, we run an ad hoc review on demand.
Which vendors is certificate review right for?
That's a calibration we make together, based on the scope of work, the severity of what could go wrong, the jurisdiction, and the insurance language in your contracts. Certificate review is the right level for many vendor relationships. Where the work carries more risk, we recommend endorsement or full policy review for the relationships and contracts that warrant it.
How does pricing work?
Three independent dimensions: how much of the operation you place with our team, how deep the review goes, and the size of your vendor population. Adjust any one without changing the others. No surprise fees. See Ways to Work With Us or talk to our team.
Bring your certificate tracking under one managed operation.
Start with a conversation with a team that does this work for a living. We'll walk through your third-party base, your requirements, and your existing operation, then show you how we'd run certificate tracking the way your operation demands.
Send us a few of your third parties' certificates and we'll review them, free, and show you what your team has been missing.