Certificate of insurance
COI expiration alert system with lead time you control
Set how far ahead to warn. Keelstar notifies owners and optionally vendors before certificates expire so uninsured work never starts.
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Related: COI Tracker · Certificate of insurance · COI expiration alerts · COI tracking software · COI coverage gap alerts · All solutions
The common problem
Calendar reminders on individual certificates do not scale across hundreds of vendors and subcontractors.
- Expiration dates are re-keyed into spreadsheets manually
- No owner is assigned when alerts fire
- Vendors are not reminded until coverage already lapsed
- Risk teams cannot report upcoming expirations by tier
How COI tracking works
Collect
Request certificates from vendors through a secure link or upload files your team already has.
Extract
Expiration dates, coverage types, and limits are captured from ACORD certificates for review.
Monitor
Reminders fire before certificates lapse so uninsured vendors do not slip through approvals.
Benefits
- Expiration alerts before coverage lapses
- Requirement checks against your limits and endorsements
- Vendor self-service certificate upload
- Audit-ready history for risk and procurement reviews
Monitoring
Automated alerts before coverage lapses
Configure lead time by vendor tier or contract requirement. Keelstar emails owners and can nudge vendors to upload renewed certificates.
Controls
Tie alerts to vendor approval status
Lapsed certificates can block new POs or site access so operations does not rely on someone checking email.
- Configurable alert lead time
- Owner assignment on each certificate
- Optional vendor self-service renewal upload
Evidence
Export expiration history for audits
Show auditors when certificates were requested, renewed, and which alerts fired before each expiration date.
Who it's for
- Risk managers monitoring vendor insurance portfolios
- Procurement leads managing subcontractor compliance
- Facilities teams tracking tenant and vendor COIs
- Compliance officers preparing for insurance audits
What good looks like
- Every active vendor COI has a tracked expiration date
- Alerts fire with lead time before lapse
- Owners receive notifications with vendor context
- Lapsed certificates flag on vendor profiles
- Alert and renewal history is exportable
Need a tracked version? Set up a vendor portal, vendor onboarding workflow, or browse all solution guides.
FAQ
Yes. Configure alert rules based on vendor risk tier or contract requirements.
You choose whether Keelstar emails vendors, brokers, or internal owners only.
You configure the outcome—typically a flag, hold, or escalation to procurement or risk.
No. Vendors upload renewed certificates through secure links.
Keelstar covers W-9, COI, OIG screening, contracts, invoices, and policies on shared vendor records.