How Jones Supercharges ERP Integrations with AI Agents For Insurance Compliance

What Is Insurance Verification Software?

Insurance verification software automates the process of tracking insurance certificates for vendors, tenants, and subcontractors against their required insurance standards. AI agents specialized in insurance compliance take this a step further—reading, interpreting, and validating insurance documents in real time, flagging risks automatically, and syncing compliance tasks across the tools teams already use.

Real Estate: Making Insurance Compliance Invisible (In a Good Way)

When I talk to property managers and operations leaders, one thing that comes up all the time is how insurance workflows still feel like a separate, manual process—even though they touch almost everything that happens in a building.

“It’s like insurance compliance is always a separate workflow,” one property manager told me. “It’s not built into the way we actually work.”

That’s starting to change as AI agents get embedded directly into the systems and tools property teams already use every day. Take email for example: property managers operate over 80% of their day in Microsoft Outlook, and that’s where insurance compliance should be nested.

Just last week, Jones released a Microsoft Outlook Copilot enabling clients to instantly view compliance reports, gaps, and issues—all without leaving Outlook.

Access Control: Letting the Right Vendors In (Without the Risk)

At the property level, access control is the first line of defense. You need to know that anyone stepping on site has compliant insurance—but traditionally, that means a lot of emails, spreadsheets, and manual checks before clearing a vendor to work.

Now, with insurance verification integrated into platforms like MRI Software and Yardi, that step can happen automatically. When a vendor shows up, their insurance status is already synced and approved—or flagged if there’s an issue.

In a recent Customer Advisory Board, a group manager told me recently:

“We used to spend half a morning chasing COIs to approve a vendor. Now we get a ping in our system if there’s a problem, and otherwise we don’t even think about it.”

Compliance becomes part of the normal flow of work—not a separate fire drill.

Procurement & Bidding: Sourcing Vendors With Coverage For The Job

During procurement, insurance often gets treated as an afterthought. Teams focus on price, availability, and qualifications—but if a vendor can’t meet the insurance requirements later, it can come back to haunt with an unexpected insurance claim.

By integrating AI agents into procurement systems early, teams can screen for insurance compliance during the bidding phase. One owner-operator summed it up perfectly:

“If a vendor’s insurance is shaky, their project risk usually is too.”

Insurance isn’t just a risk check—it’s often a proxy for operational reliability. Catching it early means fewer surprises later. At Jones, we’re leveraging years of insurance experience to build Insurance Auditing Agents that can produce an instant snapshot of COI compliance. Stay tuned for more this June!

Related: COI vs Policy: What Certificates of Insurance Don’t Tell You (And How to Close the Risk Gap)

Building Operations: Bridging the Gaps Between Systems

Even when vendors are compliant, there’s often a delay between verifying insurance and updating that data across systems. We hear this a lot:

“The vendor was cleared yesterday, but they’re still showing red in the building ops platform!”

AI agents can now push real-time insurance data directly into systems like Prism, MRI, and Yardi, so operations teams aren’t stuck doing double data entry—or worse, accidentally blocking work because the system isn’t updated.

When insurance status flows automatically into work order systems, service requests, and access control, the result is simple: Vendors can get to work faster, and property teams spend less time chasing paperwork. It’s one of those things that seems small until you live it—and then you wonder how you ever operated any other way.

Construction: Solving for Risk Without Slowing Down Projects

One thing I hear over and over when talking to construction leaders is this:
“Insurance compliance is critical to mitigate claims payouts, but it keeps pulling our teams away from building.”

The real bottleneck isn’t the importance of insurance itself—it’s the way workflows are still disconnected from how projects actually run day-to-day. AI agents, integrated into the software systems teams already use, are starting to change that.

Pre-Qualification: Getting It Right Before Work Starts

During pre-qualification, the last thing project teams want is a hidden insurance problem that surfaces once the project is already moving. That’s why more teams are embedding AI agents directly into their prequal workflows—to spot coverage gaps and problematic exclusions before a vendor steps on site.

One GC we work with put it this way:

“If you catch a missing endorsement at prequal, it’s a relatively painless fix. Catch it after a claim on site, and it’s a $250k – $500k problem.”

The goal isn’t just faster onboarding—it’s avoiding those costly surprises.

Project Management: Keeping Compliance Where the Work Happens

Project managers already have enough to track. Jumping between platforms to check insurance status shouldn’t be one of them.

That’s why we’re seeing more teams integrate AI insurance agents directly into tools like Procore or Autodesk Construction Cloud. When compliance status lives inside the same system managing RFIs, submittals, and daily logs, it actually gets used. It’s easier to hold vendors accountable. It’s easier to catch issues early. And most importantly, it’s easier to keep projects moving without risk hanging over your head.

One project exec recently told me:

“It’s not that we didn’t care about insurance before—it’s that we didn’t have time to chase it manually.”

Bringing compliance into project management means teams can stay focused on building, without losing sight of the risk. At Jones, clients are increasingly adopting our concierge offering, Jones Operator, to completely offload the insurance workflow and maximize operational savings.

Payments: Using Pay Apps as a Backstop for Risk

When it comes time to approve a subcontractor’s pay app, it’s easy to assume insurance is still valid—but a lot can change between contract signing and payment.

By connecting AI insurance agents to platforms like Sage 300, Procore Pay, and Viewpoint Vista, project teams are now able to double-check compliance automatically before releasing payments. It’s an extra layer of protection, especially for exposures like completed operations where risk doesn’t end when the work does.

One controller told me recently:

“We caught an expired policy at pay app review. If we’d paid without checking, we’d be carrying the risk ourselves.”

Payments are already a natural checkpoint in construction. Using them as a smart compliance gate just makes sense—and with the right integrations, it doesn’t slow anything down.

Benefits of Integrations for Real Estate and Construction Teams

• Faster vendor onboarding
• Reduced insurance gaps
• Fewer project delays
• Smarter procurement decisions
• Seamless financial compliance
• Lower administrative burden
• Improved regulatory compliance posture

Bottom Line: Better Workflows Start with Integrated AI Agents

The shift toward agentic workflows isn’t about replacing property or construction management systems—it’s about making them smarter. By integrating AI agents specialized in insurance verification into platforms like MRI, Yardi, Sage 300, Procore Pay, and Viewpoint Vista, teams gain real-time visibility, faster cycle times, and fewer compliance-related delays.

As the industry continues to navigate increasing regulatory scrutiny and tighter margins, these integrated workflows are becoming more than just a convenience. They’re a strategic advantage.

Frequently Asked Questions (FAQs):

Q: What is COI verification software?
A: COI verification software helps companies automatically collect and review certificates of insurance (COIs) from vendors, tenants, or subcontractors. It ensures that third parties meet all insurance requirements before work begins or continues — reducing liability exposure without the need for manual tracking.

Q: Can insurance compliance be integrated directly into Procore and Yardi?
A: Yes. With the latest AI integrations, platforms like Procore, Yardi, MRI, and Sage 300 can now pull in real-time insurance compliance data. This means teams can verify vendor coverage automatically, without leaving their main project or property management system.

Q: Why is insurance compliance critical for construction payments?
A: Before paying a subcontractor, it’s essential to confirm they still meet all insurance requirements, especially for completed operations risks. Verifying compliance at the pay application stage helps protect against costly claims down the road and ensures all work is properly insured through project closeout.

Tired of Reviewing COIs and Endorsements Manually?

Jones automates the collection and review of COIs for property management companies, owner-operators, and general contractors across the US. Reach out to us via the form below to find out more about how Jones can help your organization manage your insurance documents.