How to track subcontractor COIs without losing the project context.

1. Define requirements before requesting a COI

Start with the contract, project, and professional guidance that apply. Record the required coverages, limits, endorsements, and relevant dates. A generic checklist can miss requirements that differ by project or scope of work.

2. Maintain one contractor record

Keep the contractor's legal name, trade, contacts, assignments, and documents together. Duplicate records make it difficult to know which evidence is current and who received renewal outreach.

3. Connect the contractor to the correct project

An acceptable document for one project may not satisfy another project's requirements. The assignment creates the context needed for review and helps operations teams see who is cleared for which work.

4. Use a controlled collection channel

Give contractors a secure upload path and clear instructions about the requested evidence. A dedicated link reduces inbox searching and can connect the new document directly to the right contractor and project.

5. Review evidence consistently

Compare the submitted document with the recorded requirements. Check the named insured, dates, coverages, limits, policy identifiers, and required endorsements. OCR can reduce repetitive reading by surfacing common fields, but it should not make the final compliance decision.

6. Begin renewal follow-up before expiration

Waiting until the expiration date creates unnecessary urgency. A sequence at 90, 30, and 7 days gives the contractor time to work with their broker and gives your team time to review replacement evidence.

If the record expires before an acceptable replacement is approved, flag it for human attention and follow your organization's escalation process. Learn more in the guide to contractor COI expiration.

7. Monitor the workflow, not only the documents

Useful operational views include records approaching expiration, evidence awaiting review, rejected submissions awaiting correction, contractors with no current approved evidence, and reminders that have already been sent.

For general contractors, COIRoster brings these steps into a project-centered COI tracking workflow.