Comparison

COI tracking software vs service: which fits your business?

Short answer

COI tracking software vs service comes down to who does the chasing. A done-for-you, or outsourced, COI tracking service does it for you. Choose software if you have staff time to chase vendors and want control in-house, especially with a small vendor list or a free tier. Choose a done-for-you service if nobody on your team has time to read certificates and chase agents. The answer is about who does the work, not features.

Written by Liam · CertChase · Last reviewed October 3, 2026

What does software actually do?

It stores certificates, extracts data, shows status and sends reminders. Some use AI to read certificates. It does not call your sub’s agent, correct a wrong certificate holder or push a late vendor to respond.

What does a service do differently?

A service does the follow-up humans do: chase the vendor, chase the agent, catch the wrong holder name, resend the request. You receive results, not tasks.

Side by side

	Software	Done-for-you
Collects certificates	Yes, via vendor portals and reminders	Yes
Chases vendors and agents	Automated reminders only	Yes
Reads and verifies	Automated, sometimes AI	Reviewed against your requirements
Your time per week	Ongoing	Read an exception list
Control and customisation	High	Set by your requirements
Best for	Teams with admin capacity; small or large lists	Lean teams with up to about 250 subs

When is software the better choice?

Free tiers from established vendors can cover small lists. If you have an in-house coordinator who wants to own the process, software is likely the better value. We would rather say so than lose you later.

Five questions to choose

Who will enter the data and chase the subs every week?
Do you want a tool to learn, or a list of what needs attention?
How many subs and policies do you have?
Does your team already use software it must connect to?
What happens when the person who runs it is out?

If your answer to the first question is “nobody,” a done-for-you service is the closer fit. See how it works.

Frequently asked questions

Can I use both?

Yes. Some teams keep software as the record system and use a service to do the chasing on top.

Do services support enterprise needs?

Some do, often with large minimums. Ours is built for small and mid-sized contractors.

What is the difference between COI software and a COI service?

Software gives you a tool to run. A service does the reading, chasing and reporting for you.

Keep reading

01Cost comparisonCOI tracking costWhat does COI tracking really cost? Compare spreadsheet, software and done-for-you options, including the staff time most comparisons ignore.02ComparisonCOI tracking options for small contractorsFree tiers, per-vendor software and done-for-you services compared for small contractors, with real prices and what to ask any vendor.03ComparisonTracking vs spreadsheetA spreadsheet works until it does not. Score your current process and see when COI tracking is worth the switch.04PricingPricingFree for up to 12 subcontractors, then $2 per sub a month (max $175) up to 100, $250 flat up to 250, and a quote above that. See your price in seconds.05Tool guideCOI tracking for Procore usersUsing Procore for project management? Here is how to decide whether your setup actually tracks certificate expirations, endorsements and renewals.

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