What is COI Construction Software?

COI construction software is a specialized digital tool that helps construction companies manage vendor and subcontractor Certificates of Insurance at scale.

Think of it as a smarter, faster way to:

  • Collect COIs from subcontractors
  • Track expiration dates in real time
  • Enforce compliance requirements (like Additional Insured status)
  • Get notified before coverage lapses
  • Store all insurance documentation in one searchable place

The days of spreadsheets, shared drives, and back-and-forth emails are over. In their place is COI construction software — purpose-built to handle the complexity of the construction world.

Related: We Compared The 4 Best COI (Certificate of Insurance) Tracking Software Tools – So You Don’t Have To

Why COI Management is So Challenging in Construction

The construction industry faces unique insurance challenges that make COI management particularly difficult.

First, the sheer volume of vendors and subcontractors involved in a typical project is staggering. On a large commercial development, it’s not unusual to have dozens — sometimes hundreds — of subs all performing specialized work. Every one of them needs to carry specific insurance coverage.

Second, construction contracts often require different types of coverage based on the scope of work. For example:

  • Crane operators may need higher liability limits due to fall risk.
  • Electrical contractors often require specialized endorsements.
  • Material delivery companies must show proof of Commercial Auto coverage.

Finally, COIs aren’t static documents. Insurance policies renew (or expire) frequently — often during the middle of a project. Without a system in place to track expirations and follow up for renewals, a GC could unknowingly allow uninsured vendors to continue working on-site — creating enormous liability.

This is exactly where COI construction software proves its value.

Note: Ready to explore how Jones can improve your COI management? Talk to our team of experts today!

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How COI Construction Software Solves Compliance Challenges

Construction projects are fast-moving, high-stakes environments — and managing compliance in the middle of that chaos is no easy task. COI construction software exists to bridge that gap and give construction teams proactive control over risk.

The right COI construction software provides construction teams with a powerful risk management toolkit.

Without a solution in place, the typical COI management process is reactive and error-prone. 

Teams spend hours emailing subcontractors, tracking documents in spreadsheets, and hoping they don’t miss an expiration date. That manual approach might work for a handful of vendors — but it breaks down completely when managing dozens or hundreds of subcontractors across multiple projects.

COI construction software transforms this by shifting teams from reactive to proactive risk management. Here’s how:

  • Automated COI collection ensures vendors receive clear, standardized insurance requests the moment they’re onboarded — eliminating back-and-forth confusion.
  • Customizable insurance requirement templates guarantee that every vendor type (HVAC, roofing, electrical) has specific, enforceable requirements tailored to their work and associated risks.
  • Automated reminders go out well before policies expire, giving vendors plenty of time to renew coverage and upload updated documents. No more last-minute surprises.
  • Real-time dashboards provide operations teams with instant visibility into vendor compliance across all active projects. One glance tells you exactly who is compliant, whose insurance is expiring, and which vendors are out of compliance.
  • Centralized document storage makes every COI easily accessible for audits, claims processing, lender requests, or owner reporting — reducing the scramble to locate paperwork when it matters most.

Practical Example

Let’s say you’re a GC managing a multi-phase commercial development project. You’re working with 65 subcontractors over a 14-month build. Without COI construction software, your project coordinator might spend hours every week chasing COIs, updating spreadsheets, and notifying project managers when coverage lapses.

With COI construction software in place, COIs are automatically collected, verified, and tracked — freeing your coordinator to focus on high-value tasks like scheduling, logistics, or vendor management.

Key Features to Look for in COI Construction Software

If you’re evaluating COI software for construction, here are the must-have features to look for:

Automated COI Collection & Renewal Tracking

Construction moves fast. Manual follow-ups don’t cut it. Look for platforms that automate document requests and renewal notifications.

Custom Insurance Requirement Templates

Every subcontractor brings different risk. The best platforms let you customize requirements based on vendor role, project type, or location.

Real-Time Compliance Dashboards

You need visibility at a glance. Dashboards should show compliance status by project, vendor, or portfolio.

Searchable Document Repository

Gone are the days of digging through email threads. Modern COI software should offer a searchable, centralized storage system.

COI Review Support

Some platforms (like Jones) offer COI review services, so your team doesn’t have to become insurance experts.

Integrations with Construction Tech Stack

Your COI platform should integrate with tools like Procore, CMiC, Sage 300 CRE, Sage Intacct, or your project management software — reducing double data entry and improving workflow efficiency.

The Real-World Impact of COI Construction Software

Imagine a GC managing multiple projects across several states. With hundreds of subcontractors, the operations team used to spend hours each week tracking COIs manually. Missing documents, expired policies, and inconsistent requirements created friction on every job site.

After adopting a dedicated COI construction software platform, the team now has:

  • Faster vendor onboarding
  • Zero uninsured vendors working onsite
  • Fewer project delays related to compliance gaps
  • Easier audits and reporting for owners and lenders
  • A scalable process that works across every project

The result? Less risk, less stress, and more time focused on building — not chasing paperwork.

For many construction companies, the move to dedicated COI software doesn’t just save time — it fundamentally changes the way their risk management and operations teams work.

Faster Vendor Onboarding

Manual onboarding is one of the biggest bottlenecks in construction. Waiting days or weeks for insurance documents slows projects down before they even start. With automated COI collection, vendors are guided through exactly what they need to provide, making onboarding faster and frictionless.

Zero Uninsured Vendors Working Onsite

Without COI software, it’s dangerously easy for uninsured or underinsured vendors to slip through the cracks. Automated tracking ensures that only fully compliant vendors are allowed to work on your job sites.

Fewer Project Delays Related to Compliance Gaps

Missing or expired COIs can trigger delays during inspections, audits, or project closeouts. With real-time compliance dashboards and proactive notifications, construction teams can resolve insurance gaps before they impact the schedule.

Easier Audits and Reporting for Owners and Lenders

Modern construction projects often involve multiple stakeholders — owners, lenders, insurers — who expect clear, documented proof of risk management practices. COI software provides exportable reports and clean audit trails that make compliance easy to demonstrate.

A Scalable Process Across Every Project

Perhaps the biggest impact is scalability. What works for managing COIs on one project might completely fall apart when managing ten projects simultaneously. COI construction software gives teams a standardized, repeatable process that works across every job site — no matter how many vendors, subs, or moving parts are involved.

Practical Example

A regional construction firm working on residential and commercial builds across three states implemented COI construction software to manage over 200 vendors annually. What used to take multiple full-time employees to track and manage now takes a fraction of the time — with fewer errors, faster vendor approvals, and dramatically reduced compliance risk.

Today, their project teams spend less time chasing documents and more time focused on building — while their risk management leaders sleep easier knowing every vendor is properly insured.

How Jones Powers COI Management for Construction Teams

Jones is a leading COI construction software platform built specifically for GCs, developers, and construction risk managers. It helps teams automate COI collection, enforce compliance requirements, and gain total visibility into vendor insurance status.

With Jones, construction teams can:

  • Automate COI collection and renewal tracking
  • Apply custom insurance templates by vendor type or risk level
  • View real-time compliance dashboards
  • Access expert COI review services
  • Integrate seamlessly with Procore, CMiC, and other tools

Construction is complex — COI management doesn’t have to be.

Final Thoughts

COI construction software isn’t just a nice-to-have — it’s becoming a must-have for risk-conscious construction teams.

In an industry built on moving fast and managing risk, software like Jones gives construction companies the tools they need to stay compliant, protect their projects, and focus on what they do best: building.

Ready to see how Jones can transform your COI management process?

Learn more about COI management for construction teams.

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.