Comparison
The best COI tracking software for small contractors depends on one thing: who does the chasing
For a contractor with under about 50 subs, a free or low-cost tool can do the job if someone on your team will chase the paperwork. If nobody has the time, a done-for-you service is the better fit, but most charge $10,000 a year or more. Prices below come from the vendors’ own pages and third-party comparisons, as of October 2026.
Prices at a glance
| Option | Type | What they charge | Who chases |
|---|---|---|---|
| Proof | Software | Free up to 10 vendors; $50/mo up to 50; $120/mo unlimited (their site) | You |
| bcs, self-service | Software | Free up to 25 vendors; $0.95 per vendor per month (their site) | You |
| bcs, full-service | Managed | $17.80 per vendor per year, $10,000 yearly minimum (their site) | Them |
| CertFocus (Vertikal), self-service | Software | $6 to $8 per vendor per year, $7,500 minimum, setup $3,500 to $4,800 (their pricing guide) | You |
| CertFocus, full-service | Managed | $13 to $29 per vendor per year, $10,000 minimum (their pricing guide) | Them |
| TrustLayer | Software | Free up to 50 vendors, paid plans quoted on request | You |
| myCOI, SmartCompliance | Software and service | Reported at $30 to $60 and $40 to $80 per vendor per year (third-party estimates) | Varies |
| Billy | Software and managed | Not published | Varies |
| CertChase | Done-for-you | Free up to 12 subs. $2 per sub a month up to 100 subs (max $175). $250 flat up to 250. Over 250: quote | Us |
We don’t control other companies’ prices. Check each one’s site before you decide.
Who should pick what
- A handful of subs, tidy records: a spreadsheet. Grab our free template, or use our free plan for up to 12 subs.
- Up to 50 subs, someone on staff to chase: a free tier or low-cost software.
- 13 to 250 subs, nobody has time: a done-for-you service. That’s us, at $2 per sub a month (max $175 up to 100 subs, then $250 flat). Most others in this group have large minimums.
- Hundreds of vendors and custom needs: an enterprise platform, or ask us for a quote.
What to ask any vendor
- What’s the yearly minimum?
- Is there a setup or onboarding fee?
- Any per-certificate or renewal fees?
- Who actually chases late subs and their agents?
- Do you read the endorsement pages, or only the front of the certificate?
- What happens to my data if I leave?
Where we fit, honestly
Free tools are great if you have the hours. They don’t call anyone. If you want someone else to do the reading and chasing, and you don’t want to commit to $10,000 a year, that’s the gap we’re built for. Start with the free audit, or see software vs done-for-you.
Frequently asked questions
Is there free COI tracking software?
Yes. Several tools offer free tiers up to a set number of vendors, for example up to 10, 25 or 50. Check each one for its current limit.
What is the cheapest way to track subcontractor insurance?
A spreadsheet is free but takes your time. Free software tiers cost nothing in fees but you still do the chasing. A service costs money but removes the chasing.
Do any services work for small contractors?
Some managed services have yearly minimums around $10,000. Ours is built for 10 to 250 subs, with published prices: free for up to 12, then $2 per sub a month (max $175).
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