COI tracking for contractors: a simple system
A sub with lapsed coverage who gets hurt on your job can turn into a claim on your policy and an extra charge at audit. Here's a tracking routine that works whether you have 10 subs or 100.
1. Write down your minimums
For example: $1M per occurrence general liability, workers' comp (or a state exemption), $1M auto, and you named as additional insured if your contracts require it. Put the list in your sub agreement.
2. Get a certificate before anyone starts
Ask for an ACORD 25 sent straight from the sub's insurance agent, not a copy from the sub. Agent-sent certificates are harder to fake and easier to verify.
3. Log five fields per policy
Insured name, carrier, policy number, coverage type with limits, and expiration date. Those five fields cover most of what tracking needs.
4. Review every week
Sort by expiration. Anything within 30 days gets a renewal request to the agent listed on the certificate. Anything expired means the sub doesn't work until a new certificate arrives.
5. Know where a spreadsheet stops working
A spreadsheet works well for about 15–20 subs. Past 30–50 it tends to slip, because nobody owns the follow-up. That's the point where people automate.
Free tools: COI expiration checker · COI request email · Sub insurance requirements
Want this done for you? Forward your certificates. VendorPapers reads every policy line, flags what's expired or under your minimums and emails agents for renewals. $49/month, cancel anytime. Or start with a free check of 10 certificates.
Check 10 certificates freeAlso paying subs this year? Their W-9s are due before 1099s go out.
Want the W-9s collected for you? The VendorPapers W-9 + 1099 pack emails each vendor for a W-9, follows up, flags missing or badly formatted tax IDs and gives your CPA a 1099-NEC worksheet. Up to 20 vendors, $29 one-time.
Buy the $29 W-9 pack Ask a question firstSources: IRS: About Form W-9, About Form 1099-NEC, IRS penalties. Informational only, not tax, legal or insurance advice.