COI tracking for Procore users: what to check in your setup

Storing a certificate is not tracking it

A document repository holds the PDF. Tracking means someone, or something, reads it, compares it to your requirements, records each policy’s expiration date and follows up before it lapses. Many teams have the first and assume they have the second.

Seven questions to test your setup

1. Does the system record the expiration date of each policy on the certificate, or just the upload date?
2. Does it compare limits and endorsements to your requirements per sub or per project?
3. Does it alert someone 30 and 10 days before expiration?
4. Does it contact the sub or their agent for renewals, or does your team?
5. Does it show who has expired coverage today, in one view?
6. Does it keep a record of who reviewed each certificate and when?
7. Who enters the data, and how often is it wrong?

Check these in your own account or ask your account manager. Features and plans change, so confirm current capabilities with Procore directly.

Where a done-for-you service fits

If your answers show a gap, you do not have to replace your project platform. A service like CertChase reads the certificates, chases renewals and sends one short exception list, while your project documents stay where they are. See software vs done-for-you and COI tracking software for small contractors.

Quick audit of your current data

Export your sub list with expiration dates, if your setup has them, and paste it into the free COI audit. It shows which certificates are expired, expiring soon or missing. It takes a few minutes and tells you how much your current system actually catches.

Not legal or insurance advice. This is general information. Your contract, your state and your policy decide what applies to you. Ask your broker or attorney.