Certificate of Insurance Tracking SaaS for GCs and Property Managers

The problem

General contractors, property managers, and facilities teams must collect a valid certificate of insurance (COI) from every subcontractor and vendor, then check limits, endorsements, and expiry dates. Most track this in spreadsheets and email folders, so lapsed or under-limit coverage slips through and creates real liability when an incident happens. Chasing renewals by hand eats hours every week.

Why now

Document OCR and LLM extraction can now read a messy ACORD 25 PDF and pull carrier, limits, additional insured status, and dates reliably enough to flag exceptions for a human. Insurance requirements have tightened post-pandemic and litigation costs are rising, so smaller firms feel the pain that only enterprise risk software used to address.

Who pays

Small-to-mid general contractors, commercial property managers, facilities managers, and event venues in the US/CA/UK that onboard dozens to hundreds of vendors and currently track COIs manually.

How it makes money

Recurring SaaS by number of tracked vendors or active projects: roughly $99-$499/mo for typical SMBs, higher tiers for portfolios. Optional per-COI verification credits and a done-with-you onboarding fee to import an existing vendor list.

Market & demand

Order-of-magnitude: hundreds of thousands of contractors and property managers across these markets track vendor insurance; capturing even a few thousand at ~$200/mo is a solid seven-figure ARR business.

Risk teams are pushing COI compliance down to smaller firms, and vendors like TrustLayer and Jones have proven the category at the enterprise and mid-market. The gap is a simpler, cheaper tool for the long tail of small operators who still live in spreadsheets.

SWOT

Competition & the gap

TrustLayer, myCOI, Jones, SmartCompliance, and Certificial serve mid-market and enterprise; the long tail still uses spreadsheets, shared drives, and manual reminders.

The wedge: An affordable, self-serve COI tracker for small operators that nails PDF extraction and renewal chasing without enterprise pricing, implementation, or a required broker relationship.

Go-to-market

Target one vertical first (e.g. commercial property managers), publish content on COI compliance and common ACORD mistakes, and offer a free audit that imports 20 vendor COIs and flags gaps.

First 10 customers: Recruit 5 small property managers or GCs from LinkedIn and trade associations, import their existing COIs for free to show gaps, then convert to a paid plan and ask for referrals to peers in the same association.

How to set it up

1. 1Build a COI upload and vendor record model with expiry tracking
2. 2Integrate OCR/LLM extraction for ACORD 25 fields
3. 3Create requirement templates and exception flagging
4. 4Add automated renewal reminders to vendors and staff
5. 5Ship a vendor self-upload portal
6. 6Run 5 free audits and convert to paid

How to validate it

Firms importing their full vendor list, weekly active use during onboarding, reduction in expired-COI gaps, vendors uploading via the portal, and low churn after the first renewal cycle.

Tools & inspiration

Companies in this space: TrustLayer, myCOI, Jones, Certificial, SmartCompliance

FAQ