Certificate of insurance
COI tracking software that warns you before coverage lapses
Track certificates of insurance in one system with expiration monitoring, requirement checks, and vendor self-service upload.
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Related: COI Tracker · Certificate of insurance · COI expiration alerts · ACORD 25 tracking · Vendor insurance certificate tracking · All solutions
The common problem
Insurance certificates expire quietly in email. Operations discovers uninsured vendors only after an incident or audit.
- Expiration dates are re-keyed into spreadsheets
- No alert before the certificate lapses
- Coverage limits are not compared to contract requirements
- Additional insured endorsements are missing from files
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 tracking software
Keelstar gives your team a repeatable workflow for coi tracking software that warns you before coverage lapses. 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.