Buyer's guide · Updated October 15, 2026
Best COI tracking software for contractors in 2026: 8 tools compared
If you run a contracting business with somewhere between 3 and 100 subs, most COI tracking guides aren't written for you. They compare enterprise platforms on features you'll never use. This one compares eight tools on the things that decide whether a small contractor actually stays covered: can you see the price, will your subs use it, does anyone confirm the certificate is real, and how fast are you set up.
Quick picks
- Small contractor who wants it set up today, with agent confirmation and text reminders: SubProof
- Free for up to 25 vendors, no login for subs: BCS
- Live coverage updates straight from agents on its network: Certificial
- Free for a small team, up to 50 vendors: TrustLayer Starter
- Commercial real estate and property managers who want it handled for them: Jones
- Mid-size and larger GCs on Procore, Sage or Vista: Billy
- Fully outsourced compliance with staff contacting agents: CertFocus
- Multi-industry companies that want AI-led review: illumend (from the makers of myCOI)
Side-by-side
Swipe sideways on a phone. "Not stated" means the company's site doesn't say.
| Tool | Free plan | Published paid price | Start without a demo | Sub needs a login | Confirms with the agent | Reminders | Done-for-you service |
|---|---|---|---|---|---|---|---|
| SubProof | Up to 3 subs | $29/mo (10 subs), $69 (40), $149 (100) | Yes | No | Yes, emails the agent; reminder after 5 days | Email, text and call (opt-in) | No |
| BCS | Up to 25 vendors | $0.95 per vendor/mo; full-service from $17.80 per vendor/yr ($10,000/yr minimum) | Yes | No | Yes on full-service: staff call the agent when needed | Email; phone on full-service | Yes |
| Certificial | Up to 5 suppliers | From $99/mo | Yes | Yes, when you send a coverage request | Yes, live data from agents on its network | No | |
| TrustLayer | Up to 50 vendors (intake form) | Not published (Starter: $10 per extra vendor/mo) | Intake form, then they set you up | No | Not stated; offers "Pulse" policy verification | Yes, TrustLayer+ (paid add-on) | |
| Jones | Not stated | Not published | Demo | No | Works with brokers on its managed plan | Yes | |
| Billy | Not stated | Not published | Demo | No | Not stated | Yes | |
| CertFocus | Not stated | $6–$8 per vendor location/yr, $7,500/yr minimum, plus setup fee | Not stated | Not stated | Yes, staff contact agents | Email; phone optional | Yes |
| illumend (myCOI makers) | No | Not published | Demo | No | Not stated | Not stated |
What matters for a small contractor
Big GCs buy COI software for integrations and audit trails across thousands of vendors. With 3 to 100 subs, four things matter more:
- Someone confirms the certificate is real. A certificate is just a PDF, and they're easy to edit. Reading it with software isn't the same as confirming it. Look for tools that check with the insurance agent who wrote the policy.
- Your subs actually respond. Every login, app download and password is a reason for a busy sub to ignore you. No-login links help. So do reminders where subs look, which for most tradespeople is their texts, not their inbox.
- You can see the price before a sales call. If a tool won't publish pricing, it's often aimed at larger buyers. That's not bad, just not built for you.
- You're up and running in minutes, not weeks. Some enterprise tools quote 6 to 8 weeks to implement. A small contractor should be able to sign up, add subs and send links the same afternoon.
The 8 tools, one by one
1. SubProof That's us
Built for small contractors with 3 to 100 subs. Subs get a link (by email, text or a QR code you show them on site), snap a photo of their certificate or upload the PDF, and that's it: no app and no password. SubProof reads every policy, checks it against your requirements, flags a certificate that names a different business, and emails the agent to confirm the policy is real. The dashboard shows red for missing, yellow for received and green for agent-confirmed, with a small "!" when coverage expires within 30 days.
Stands out
- Asks the insurance agent to confirm every certificate, sends one automatic reminder after 5 days and marks the sub "Unverified" with a call script after 10
- Reminds subs by email at 30, 14, 7, 3 and 1 days, and by text and an automated call for subs who opt in
- Texts you when a sub's coverage lapses or an agent says a policy isn't valid
- Published prices and a free plan; sign up and invite subs in minutes
- Pay hold flag and a printable verification record for audits
Watch for
- No Procore, Sage or Vista integration yet; subs come in by hand or CSV import
- No full-service team reviewing certificates for you
- A newer company (launched 2026), without a network of agents sending live data
2. BCS (Business Credentialing Services)
A multi-industry COI platform used by property managers and general contractors, with one of the most generous free plans: all features for up to 25 vendors, no credit card. Vendors submit without a BCS login. A full-service plan adds staff who chase vendors and fix deficient certificates.
Stands out
- Free up to 25 vendors, permanently
- Clear per-vendor pricing on paid self-service
- Full-service option with phone and email renewal outreach
- Integrations with Yardi, Procore and MRI on paid plans
Watch for
- Self-service doesn't state agent confirmation; on full-service, an analyst calls the agent when needed
- Reminders are email on self-service; no text reminders stated
- Full-service has a $10,000 annual minimum
3. Certificial
Certificial's "Smart COI" replaces the PDF with live coverage data: when your sub's agent is on Certificial's network, changes like a cancellation reach you automatically. When the agent isn't on the network, the certificate is read as a PDF like other tools.
Stands out
- Real-time updates, including cancellations, when the agent is on its network
- Free plan for up to 5 suppliers; self-serve sign-up
- Free for agents and insureds
Watch for
- Live data only works if your sub's agent uses Certificial
- Subs who get a coverage request have to register
- Reminders are email; no managed service; the pricing page footer is dated 2022, so confirm current prices
4. TrustLayer
An AI-assisted compliance platform for construction, real estate and other industries. Its Starter plan is free for small teams tracking up to 50 vendors; you fill in an intake form and TrustLayer sets up your workspace. Vendors submit without signing in.
Stands out
- Free for up to 50 vendors
- No sign-in for vendors
- Procore, CMiC and Vista integrations on Pro and up
Watch for
- Not instant: Starter begins with an intake form and fit review before TrustLayer sets up your workspace
- Paid plan prices aren't published; demo required
- Agent confirmation not stated; offers "Pulse" policy verification at the source
- Text reminders not stated
5. Jones
Built for commercial real estate owners, property managers and general contractors, with a managed service ("Jones Operator") that handles vendor and broker follow-up for you. Vendors submit through no-login links.
Stands out
- Managed service that works with vendors and their brokers
- Wide integrations: Procore, Vista, Sage, CMiC, Yardi, MRI
- No account needed for vendors
Watch for
- No published prices; sales call required
- Pricing per record per year, quoted after a sales conversation
- Reminders stated as email
6. Billy
Construction-only COI tracking with deep ERP integrations and a managed plan staffed by insurance-credentialed reviewers who check endorsements like additional insured and waiver of subrogation. Billy's own comparison page describes its fit as mid-market and enterprise firms with 50+ active vendors.
Stands out
- Long list of construction integrations, including a Procore side panel
- Credentialed reviewers check endorsement wording
- No login for subs or their brokers
Watch for
- Free plan not stated ("Try Billy Free" leads to a demo request); prices not published
- Agent confirmation of coverage not stated
- Its comparison page points to firms with 50+ active vendors
7. CertFocus (Vertikal RMS)
A long-standing service (launched in 2004) for outsourced compliance. Its full-service team reviews certificates and contacts agents and brokers directly when vendors don't respond, with optional phone follow-up.
Stands out
- Staff reach out to agents and brokers directly
- On full service, Vertikal staff review endorsements and make the compliance call
- Published price ranges, with an option for vendors to pay
Watch for
- $7,500 annual minimum plus a $3,500–$4,800 setup fee
- 6 to 8 weeks to implement
- No self-serve sign-up stated
8. illumend (from the makers of myCOI)
The company behind myCOI now sells illumend, a newer AI-led platform where its assistant makes the compliance decision. It serves construction, commercial real estate, retail, government and more. Vendors submit with a no-login link.
Stands out
- AI handles review end to end
- Procore, Vista, CMiC and Yardi integrations
- No minimum to start, by its own description
Watch for
- No free plan or trial; prices not published
- Agent confirmation and text reminders not stated
- myCOI prices quoted by third parties may not apply to illumend
How to choose in 5 questions
- How many subs do you track? Under 25, start with a free plan (SubProof, BCS, Certificial, TrustLayer). Over 100 with an ERP, look at Billy, Jones or CertFocus.
- Has a sub ever handed you a certificate you couldn't trust? Then pick a tool that confirms with the agent, not only one that reads the PDF.
- Do your subs answer email? If not, text reminders matter more than any feature list.
- Do you want to do it, or have it done? Managed services (BCS full-service, TrustLayer+, Jones, Billy, CertFocus) cost more but take the chasing off your plate.
- Can you start today? If a tool needs a demo and weeks of setup, your next expiring policy won't wait.
Try SubProof free
Free for up to 3 subs. Add your first sub, send their link, and see their certificate read and checked in about two minutes.
FAQ
What is COI tracking software?
It collects certificates of insurance from your subcontractors, reads the policy dates and limits, checks them against your requirements and reminds subs before coverage expires, so you aren't relying on a folder of PDFs and a spreadsheet.
Do I need COI software if I only have a few subs?
With 3 to 10 subs a spreadsheet can work if someone checks it every week. Software earns its keep when expirations slip through, when you need proof for an insurance audit, or when a sub hands over a certificate you can't verify. Several tools, including SubProof, have free plans for a handful of subs.
How do I spot a fake certificate of insurance?
Check that the insured name matches the business you hired, that the dates and limits make sense, and that you're named as certificate holder. Most importantly, confirm the policy with the insurance agent listed, using the agency's phone number or email from its own website rather than only the one printed on the certificate.
Do my subcontractors have to pay or create an account?
With most tools here, no. SubProof, BCS, Jones, TrustLayer, Billy and illumend all say subs can submit without a login. Certificial asks insureds to register when they receive a coverage request. CertFocus offers an option where vendors pay.
What does COI tracking software cost?
Published prices range from free plans (Certificial up to 5 suppliers, BCS up to 25 vendors, TrustLayer Starter up to 50 vendors, SubProof up to 3 subs) to per-vendor pricing such as BCS at $0.95 per vendor per month, and annual minimums of $7,500 or more for CertFocus. Jones, Billy and illumend don't publish prices.
Which COI tracking tools send text message reminders?
As of October 15, 2026, SubProof is the only tool in this comparison that states it sends text reminders and automated reminder calls, to subs who opt in. The others state email reminders, and some managed plans add phone outreach by staff.
Sources
All checked October 15, 2026. Prices and features change; check each company's site before buying.
- BCS: pricing, full service, guide for general contractors
- Certificial: pricing, FAQ, Smart COI
- TrustLayer: plans, Starter, Starter announcement, home page, TrustLayer+, Pulse
- Jones: pricing, home page, vendor guide
- Billy: product overview, managed plan, Billy vs myCOI
- CertFocus: about, 2026 pricing guide, FAQ, service levels
- illumend (myCOI): products, illumend vs TrustLayer
Product names are trademarks of their owners. SubProof isn't affiliated with or endorsed by any of the other companies.