What it produces
A current, checked compliance record for every subcontract, with certificates and endorsements on file and every policy date tracked until completed-operations coverage ends.
Workflows
Subcontractor COI
the certificate of insurance a subcontractor provides to prove it carries the coverage and endorsements its subcontract requires
The job in one minute
Who owns it
The subcontract administrator, with the PM, purchasing, legal, AP and risk.
How often
At award, then daily or weekly tracking for the life of the job and beyond.
Why it hurts
The certificate arrives; the endorsements do not. The named insured is a trade name, not the company that signed. The additional-insured box is checked with no endorsement behind it. A policy renews on the 1st, the new certificate arrives on the 20th, and an invoice got paid in between. Insurers do not have to tell you about a cancellation, so lapses only surface if someone is actively tracking. Every gap is a broker call, repeated at every renewal of every policy of every sub.
Systems it touches
The ERP's compliance records, Outlook, Excel exhibit matrices, SharePoint, DocuSign or Adobe Sign, broker and vendor portals, and Procore's compliance tab.
COI tracking services may be cheaper per certificate at very high volume. The agent's edge is the join: one check carried into every system that needs it.
- ERP
- Procore
- AP hold list
- Pay app review
12 steps · 7 actions · 3 decisions · 2 human reviews
The workflow, step by step
Action Decision Human review Select a step in the flowchart to jump to it.
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Action · Agent
At award, load the insurance exhibit into the requirements table: coverages, limits, endorsement forms, completed-operations period, wrap-up flag.
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Action · Agent
Request the certificate and each endorsement from the sub's broker.
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Action · Agent
Read the certificate: named insured, insurers, policy numbers, dates, limits, boxes, holder.
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Action · EDI
Read each endorsement: form and edition, named insured, scope, waiver wording.
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Decision · Agent
Named insured matches the subcontract entity, every limit meets the table, every policy is current, each required form is present, holder is correct.
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Human review · Gaps go
Gaps go to the subcontract administrator; non-standard endorsements go to legal or risk.
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Action · ERP
Update the ERP compliance record and attach the documents.
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Action · Agent
Send the sub and broker one notice listing every gap.
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Decision · Agent
A policy inside the renewal window triggers a request; an expired one flags AP and the pay app review.
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Action · Agent
Run renewals back through steps 3 to 7.
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Decision · Agent
At closeout, completed-operations evidence must cover the period the exhibit requires.
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Human review · Risk reviews
Risk reviews the monthly report of open gaps, lapses and any payment made during a lapse.
✓ Done
Rules vs judgment
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Exact rules
- Limits, policy dates against today and invoice dates, named insured, renewal windows, the hold flag.
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The model reads
- Certificates from hundreds of brokers, endorsement forms and editions, blanket endorsement wording, umbrella schedules, "endorsement to follow" emails. A rule still decides.
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A person decides
- Whether a non-standard form is equivalent, lower limits for a small scope, working through a lapse, and high deductibles.
When it stops
- red
Certificate names a different entity
Fails before any record changes.
- amber
Broker says "endorsement to follow"
Logged as pending; the requirement stays unmet until it arrives.
- green
Additional-insured box checked, no endorsement
A notice requests the named form.
- red
Unreadable scan
Review with the image; no dates are guessed.
- amber
Payment scheduled while a policy is expired
AP sees the flag; release needs an override with a reason.
What you end up with
Every subcontract shows a green, amber or red compliance status that is actually backed by the endorsements, renewals that land before expiry, one deficiency notice per sub instead of a dozen calls, and a monthly report that shows risk exactly where it stands. Product →
Questions
Is a certificate enough to prove additional-insured status?
No. The certificate describes; the endorsement grants. Require and check each endorsement the exhibit names.
How early should renewals be requested?
Early enough that a slow broker still lands before expiry. Set the window, watch it for a quarter and adjust.
What happens when a policy lapses mid-job?
The agent flags AP and the pay app review the same day and re-sends the renewal request. Whether the sub keeps working is a person's call. Sub Pay App Review →
No prompts. No babysitting. No Integrations.