Audit-defensible insurance compliance, managed end-to-end.
Every COI, endorsement and policy reviewed against your contractual requirements. Compliance records your stakeholders demand. One platform that gives your team the visibility they need.
Trusted by authorities, special districts, municipalities, and the agencies that serve them.
Collecting a certificate isn't verifying coverage.
When a vendor or contractor's coverage fails and an incident follows, the loss doesn't stop at them, it lands on the entity and the public funds behind it. We verify the coverage behind every COI, endorsement, and policy, and document the verification to the standard your stakeholders expect.
Vendor and contractor insurance verification, managed end-to-end.
We manage compliance.
And maintain the records to prove it.
Calibrated to every contract and project
Different relationships carry different exposure. A janitorial vendor and a capital project contractor are not the same review. We match the depth of review to the work.
Built for how long public records have to last.
Docutrax is the system of record for your third-party insurance compliance. Every certificate, endorsement, finding, and resolution retained and time-stamped for the full life of your exposure.
Public timelines are long. A claim, an audit, or a records request can arrive years after a project closes. Be prepared with the proof of what was covered and who verified it. Your procurement system won't have it. Their broker and agent won't keep it. We will.
Your team runs procurement.
We chase the coverage, and document it.
The Problem
Notices go out and compliance stalls. The contractor is confused, the broker and agent go quiet, and your team ends up chasing, with every message becoming a public record. It piles onto a team that was never meant to do this.
How We Work It
Chasing it down is our job, not yours. Plain English with the contractor, the technical conversation with the broker and agent, and every exchange time-stamped for the record. Nothing lands on your team.
Contractors and vendors clear faster
Resolution happens proactively, not at audit time
Fewer fall out of compliance
Renewals tracked continuously, no silent slip-outs
Your team stays on the operation
Compliance documented for the record, your team focuses on the operation
Public entities that turned COI
tracking into verified coverage.
Common questions about working with Docutrax.
What does this cost us?
Pricing follows three dimensions: how much of the operation you place with our team, how deep the review goes, and the size of your vendor and contractor population. Adjust any one without changing the others. No surprise fees. For entities whose compliance requirements are tied to licensing or permitting programs, alternative funding structures exist; talk to our team about what fits
How does this protect us from underinsured vendors and contractors?
By verifying coverage before the work starts, not after a claim forces the question. As owner, permit issuer, or project sponsor, the entity can be pulled into a loss, and in some jurisdictions statute puts it there regardless of fault. We verify that vendors and contractors carry the coverage their contracts require, and when coverage falls short, we work collaboratively with them and their agents until it's fixed, so the claim lands on their insurance instead of public funds.
Do you work with public entities like ours?
Yes, across the full spectrum: state authorities, transit agencies, townships, water districts, housing agencies, and convention authorities, spanning infrastructure programs measured in billions down to municipal vendor pools. The program integrates into your existing procurement and contracting workflows, and every review determination is documented, so the record stands up to auditors, boards, and public records scrutiny,
Who's actually reviewing the documents?
Licensed insurance professionals on every account, always US-based. For construction and other higher-risk work, review is handled by CRIS-certified Construction Risk Insurance Specialists, the professionals who understand the policy language that determines whether coverage responds. Over 300,000 reviews across 10+ years, every determination documented by a licensed reviewer.
Do we need full policy review, or is certificate review enough?
That depends on your mix of vendors and contractors, and the work they are performing for you. This is something we calibrate with you. Construction activity typically calls for full policy review. Lower-risk vendors like janitorial, landscaping, or professional services are well served at certificate and endorsement level. We set the depth by contract type and scope of work, and we'll recommend the lighter level wherever it's the right one.
What happens when a vendor or contractor doesn't comply?
They receive a cure notice: what falls short, what the contract requires, what needs to change. We work the gap to resolution, engaging the vendor and their agent directly, and document every touchpoint, so your file shows verified compliance before work began, not a certificate somebody stapled to a permit. Your team sees the status. We close the coverage gaps.
What does getting started look like?
We design the program around how your entity operates: the platform is configured to your departments, project types, and approval workflows, and requirement profiles are built from your actual contract and permit language. From there, our team takes it: outreach, collection, review, and remediation.
Build the compliance program that protects your projects and stakeholders.
Start with a conversation with a team that understands how public entities operate. We'll walk through your procurement framework, your contractor and vendor base, and the audit and reporting environment you work in, then show you how we'd run compliance to your standard.
Responding to an RFP or RFI?
We've supported public entity procurement cycles since 2014. Send us your specifications and our team will respond with relevant references and capability documentation.