Certificate of insurance
Track vendor insurance certificates on every profile
Every certificate stays on the vendor record with status, history, and reminders—visible to procurement, risk, and AP.
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Related: COI Tracker · Certificate of insurance · COI tracking software · COI expiration alerts · Additional insured certificate · All solutions
The common problem
Certificates are filed by vendor name in folders that do not match ERP spelling, so renewals attach to the wrong supplier.
- Name mismatches hide lapsed coverage
- Subcontractor COIs are separate from prime vendors
- No status field for awaiting renewal
- Audits require manual folder searches
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 vendor insurance certificate tracking
Keelstar gives your team a repeatable workflow for track vendor insurance certificates on every profile. 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.