Managing Certificates of Insurance (COIs) is one of the least glamorous but most important parts of running a construction project. Unfortunately, many contractors fall into the same traps when handling COIs — mistakes that can cost time, money, and even lead to lawsuits. Let’s look at the five biggest COI management mistakes contractors make, and how to avoid them.
Mistake #1: Tracking Expiration Dates in Spreadsheets
Spreadsheets are a go-to tool for many contractors, but they quickly become messy and unreliable. One typo or missed update, and you may be working with uninsured subs without realizing it.
Solution: Use automated COI tracking that flags expiring policies and sends reminders at 30, 15, and 7 days.
Mistake #2: Accepting Incomplete or Incorrect Certificates
It’s common to receive COIs missing coverage details or policy limits. If left unchecked, that gap becomes your liability.
Solution: Always review COIs against contract requirements — or better yet, use AI extraction tools to validate policy details automatically.
Mistake #3: Forgetting to Request Renewals
Subcontractors may provide an initial COI but forget to send updated versions when policies renew. Contractors who don’t follow up risk having expired insurance on their projects.
Solution: Automate the renewal process with reminders so subcontractors can re-upload their updated certificates before expiration.
Mistake #4: No Centralized System
When COIs live in email threads, filing cabinets, or individual desktops, it’s impossible to see project-wide compliance.
Solution: Store COIs in a centralized platform with a real-time compliance dashboard.
Mistake #5: Not Communicating Expectations to Subcontractors
Many subs don’t understand exactly what coverage they need or when it’s due. This leads to delays and unnecessary back-and-forth.
Solution: Use a system that makes the process frictionless for subs — simple upload links via email or text can eliminate confusion.
Final Thoughts
COIs may feel like paperwork, but they’re the backbone of compliance in construction. By avoiding these five mistakes, contractors can reduce risk, protect projects, and save hours of wasted time.
With a tool like ConCOI, you don’t just avoid mistakes — you prevent them from happening in the first place.
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