COI tracking

The spreadsheet works until a date passes.

Certificate tracking fails quietly. Nobody makes a bad decision. A policy expires, the file still says compliant, and the exposure sits there until an incident or an audit surfaces it.

Schedule a demoHow to read an ACORD 25

283 hours and $8,490 of admin labor recovered per year.

What it tracks

Four things a spreadsheet cannot do.

All four are about time passing rather than data entry.

Every certificate, versioned

The COI repository keeps version history per vendor, so you can show what was on file on any given date rather than only what is current.

30-day expiration alerts

Automatic notification before any certificate expires. The most common compliance failure is a date passing while nobody was watching.

Endorsement tracking

Additional insured endorsements and waivers of subrogation tracked per vendor, not just the checkbox on the certificate.

Audit-ready export

One click. When the audit notice arrives, the difference between panic and confidence is whether the file assembles itself.

The manual loop

Six steps, then repeat until the COI matches.

This is the process IDCore replaces, described the way the teams doing it describe it.

  • Request the COI by email and hope the vendor responds

  • Wait 3 to 5 days for a reply

  • Open and review each certificate page by page

  • Compare coverage limits to requirements in a spreadsheet

  • Email the vendor about gaps and missing endorsements

  • Set a calendar reminder for the expiration and hope you catch it

Time per certificate

Manual review
15 to 30 min
IDCore
Seconds
Manual vendor onboarding
5 to 10 days
Automation rate
90%

The remaining 10% are edge cases flagged for a person. That is the system working, not failing.

FAQ

Tracking questions

We track this in a spreadsheet today. What actually breaks?
Nothing, until a date passes. A spreadsheet records what you knew when you typed it. It does not watch the calendar, and it does not tell you that the certificate you filed in March covers a policy that expired in June. That gap is where most exposure lives.
How much time does this take back?
Teams spend 15 to 20 hours a week emailing vendors, following up on expired certificates, and comparing coverage to requirements by hand. ResProp recovered 283 hours a year, worth about $8,490 in labor.
Does it check endorsements or just limits?
Both. Limits are the easy part. The document reader extracts named and additional insureds, endorsements, and exclusions, then matches them against your per-property requirement set. Endorsement scope is where most manual reviews fall short.
What happens when a certificate does not meet requirements?
It is flagged non-compliant with the specific reason, and the vendor gets an itemized request rather than a generic rejection. If they genuinely lack the coverage, InsurePro can place it in the same flow, which is what turns a rejection into a cleared vendor.
Does compliance status reach our PMS?
Yes, for ResMan. Vendor data syncs and compliance status flows back into the PMS. ResMan is our only PMS integration today.

Send us five certificates from your file.

We will show you which requirements each one meets, which it misses, and what the endorsement actually says.

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