COI & compliance tracking
Every subcontractor certificate read against your requirements, expirations tracked, renewals chased, and gaps flagged before they become uninsured work on your site.
The problem
Tracking subcontractor certificates by spreadsheet runs 15 to 20 hours a week at a mid-size general contractor: read the ACORD form, compare limits to the contract, log the dates, chase renewals.
An expired certificate discovered at mobilization idles a crew. One discovered after an incident is a lawsuit.
Payment released without the right lien waivers is money you may pay twice.
How the agent runs it
Read
Incoming COIs are extracted and compared against each contract's requirements: limits, additional insured, waiver of subrogation.
Track
Expirations sit on a calendar the agent watches, not in a spreadsheet someone has to remember.
Chase
Subs get renewal requests before expiry, escalating until the new certificate lands.
Gate
Non-compliant subs get flagged to your team before site access or payment release. Waiver decisions are yours.
Human in the loop
Where your team stays in charge
Exception decisions stay human: letting a sub start with a coverage gap is a risk-acceptance call, and the agent's job is making sure it's made knowingly, never by accident.
Work arrives
invoice · ticket · email
Passcut agent
reads · codes · prepares
Your team approves
one click · always human
Done, filed
in your system
Anything unclear goes straight to a person
What changes
Typical before and after for this workflow. We measure your baseline during the audit and commit to numbers per engagement.
| Before | With the agent | |
|---|---|---|
| Tracking time | 15–20 hrs/week | Exceptions only |
| Certificate review | Read by hand | Compared to contract terms |
| Expirations | Spreadsheet memory | Watched and chased |
| Uncovered work | Found after the fact | Blocked before site access |
Connects to what you run
- Procore
- Buildertrend
- Gmail / Outlook
- Google Drive
- QuickBooks
Different stack? We integrate through the official API first, exports and email second, browser automation last. The audit tells you where your tools sit before you spend anything.
Common questions on this workflow
We only have a dozen subs.
Then this is a small build, and it usually rides along with invoice or document processing rather than standing alone. The audit will tell you if it's worth doing.
Does it handle lien waivers?
It can track which waivers are outstanding against which payments and chase them. Payment release rules stay yours.
Related: Invoice processing automation · Receipt & expense data extraction · AP approval workflow automation
See what coi & compliance tracking would save you
45 minutes. We map the workflow as you run it today, estimate the hours an agent returns, and quote the pilot. No obligation.