Stop letting expired COIs hide in the master spreadsheet.
COIGuard turns subcontractor rosters, certificate PDFs, renewal dates, and job assignments into a daily clearance board before a lapsed policy reaches the jobsite.
Validation page only. Early users get a manual tracker audit, not insurance or legal advice.
COI clearance board
47 subs · 9 gaps · 4 blockers
Acme Drywall
GL expires in 6 days. Project start date is next Monday; chase renewal before scheduling.
Northline Electric
Workers comp certificate missing from folder, but roster says active.
Ridge Demo
Umbrella limit below requirement for school project. Needs broker verification.
Before dispatch
“These four subs cannot be scheduled yet. These five just need renewal emails. This packet shows what was checked today.”
Narrow customer
Small and mid-sized general contractors, specialty contractors, and construction office admins coordinating 20-200 subcontractors without a dedicated compliance platform.
Paid problem
Expired or incomplete COI documentation can raise insurance premiums, delay project starts, create owner/broker fire drills, and put an uninsured sub on site.
Landing test
Join the waitlist to test whether a spreadsheet-plus-folder preflight beats another generic document repository or expensive construction suite.
Day-in-the-life pain
The project starts Monday. One certificate expired last Friday.
A coordinator keeps a master spreadsheet, a SharePoint or drive folder, broker emails, and project start dates. A PM asks whether a sub can mobilize. The spreadsheet says yes, but the actual PDF is old, the renewal is in someone’s inbox, and the owner wants proof before work starts.
Input
Drop in the subcontractor roster, COI PDF folder or SharePoint export, required coverage rules, project assignments, and renewal dates.
Checks
COIGuard extracts policy dates and limits, matches certificates to subs and projects, flags stale or missing coverage, and separates true blockers from verify-by-human items.
Output
A project-ready compliance board, renewal chase queue, expiring-this-week digest, and audit packet showing which subs can safely be scheduled.
What breaks today
The spreadsheet tracks rows. The risk lives in PDFs, dates, and job assignments.
The evidence points to a very specific wedge: teams are not asking for a generic AI document parser. They need a construction-aware clearance layer that says whether a subcontractor’s current paperwork supports the work they are about to perform.
COI expiry board by project
See which subcontractors are clear, expiring, missing, or need human review before they are assigned to a jobsite.
Coverage rule checklist
Compare certificate limits, additional insured wording, workers comp, auto, umbrella, and certificate holder details against your standard requirements.
Sub chase queue
Turn missing or expiring documents into polite, specific requests with the exact certificate gap attached.
Spreadsheet-safe launch
Start from the master spreadsheet and folder you already use; no ERP or Procore migration needed for the first validation test.
Audit packet export
Produce a dated evidence packet for broker, owner, or internal review when someone asks why a sub was cleared or blocked.
Community proof
Public complaints describe the same spreadsheet-and-phone-call loop.
These are public community signals, not proof of demand. The landing page tests whether construction teams will share a sanitized tracker and join a concierge audit before software is built.
r/GeneralContractor · COI tracking by spreadsheet and calls
A growing contractor says they hire a lot of subs and still use spreadsheets plus phone calls to track COIs; they explicitly connect poor documentation to insurance premium increases and lapse fear.
r/ConstructionManagers · coordinator buried in compliance chasing
A new project coordinator says subcontractor compliance is managed on a massive master spreadsheet and the day is spent chasing subs over COIs, licenses, and lien waivers.
r/excel · COI sheet fed from SharePoint/legal folders
An Excel user is trying to automate a certificate-of-liability tracker by pulling legal-team files from a shared network drive, showing that the workaround is already semi-automated but fragile.
r/ConstructionManagers · quiet expiry issues
A follow-up construction-manager thread repeats the same COI expiry concern: spreadsheets and phone calls make it easy for subcontractor coverage to lapse quietly before anyone notices.
Why not existing tools?
Because the first buyer is not ready for a platform migration.
Procore-style suites, broker portals, and generic document drives can all hold files. The complaint pattern is about the in-between work: matching the latest certificate to the right subcontractor, checking it against requirements, knowing what expires before dispatch, and proving the decision when questioned.
Early waitlist offer
Get a COI tracker preflight.
- • A review of your current spreadsheet columns and folder naming pattern.
- • A missing / expiring / verify-by-human sample board using sanitized examples.
- • A checklist for the minimum viable COI clearance workflow.
- • Validation criteria: 10 qualified construction ops signups and 3 tracker-review calls.