Certificate of insurance
Track COI requirements from contract to certificate
Store what each vendor type must carry and compare incoming ACORD forms to those rules automatically.
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Related: COI Tracker · Certificate of insurance · Vendor liability insurance · ACORD 25 tracking · Certificate of insurance tracker · All solutions
The common problem
Insurance requirements live in PDF contracts while certificates are reviewed in isolation.
- Contract clauses are not operationalized
- Different vendor types share one generic checklist
- Waivers and exceptions are not logged
- Renewals reset the review from scratch
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
Workflow
Operationalize coi requirements tracking
Keelstar gives your team a repeatable workflow for track coi requirements from contract to certificate. Requests, submissions, and reminders stay on the vendor record instead of scattered inboxes.
Audit readiness
Controls auditors expect
Every action is timestamped so you can show who requested documentation, when it arrived, and what changed on re-collection.
- Branded outbound requests with reminder cadence
- Validation before documents enter the vendor file
- Exportable history for tax, insurance, or payer reviews
Who it's for
- Risk managers requiring proof of insurance from vendors
- Procurement leads onboarding subcontractors and suppliers
- Property and facilities teams tracking tenant certificates
- Compliance officers preparing for insurance audits
What good looks like
- Coverage limits match your contract requirements
- Expiration dates are tracked with lead time alerts
- Additional insured endorsements are on file when required
- Lapsed certificates block new POs or site access
- Certificate history is exportable for audits
Need a tracked version? Set up a vendor portal, vendor onboarding workflow, or browse all solution guides.
FAQ
Vendors and employees typically complete tasks through secure links. Your internal team manages workflows inside Keelstar.
Yes. Request history, submissions, approvals, and screening results export with timestamps.
Most teams start with one workflow and expand to the full vendor packet as they onboard more modules.
You control reminder cadence. Keelstar nudges non-responders until they submit or you escalate.
Keelstar covers W-9, COI, OIG screening, contracts, invoices, and policies on shared vendor records.