Heating, ventilation, and air conditioning (HVAC) contractors keep construction projects livable and efficient. But behind every HVAC install is a host of risks — from equipment damage to on-site injuries. That’s why Certificates of Insurance (COIs) are essential. In this blog, we’ll break down best practices for COI tracking in HVAC contracting and how to simplify compliance.
Why HVAC Contractors Need COIs
HVAC work comes with unique risks that make insurance coverage critical:
- Heavy Equipment Handling: Transporting and installing units can cause accidents.
- Electrical Work: Faulty connections can result in fires or injuries.
- Environmental Hazards: Refrigerant leaks or improper ventilation can create health risks.
- Property Damage: A single mistake can damage high-value systems or structures.
COIs prove that HVAC subcontractors have active insurance to cover these risks, protecting GCs and project owners.
Common COI Challenges in HVAC
- Missing or incomplete workers’ compensation coverage
- Expired liability insurance not caught until it’s too late
- Paperwork buried in email threads or file cabinets
- Project delays caused by waiting on updated COIs
Best Practices for COI Tracking in HVAC
- Collect Before Work Begins – Require COIs during the bidding or onboarding process.
- Verify Coverage Types: Ensure liability, workers’ comp, and auto (if needed) are included.
- Set Automated Reminders: Track expiration dates at 30, 15, and 7 days before lapse.
- Centralize Documentation: Store COIs in a single, searchable platform.
- Make It Easy for Subs: Provide mobile-friendly upload options.
How ConCOI Helps HVAC Contractors
ConCOI simplifies HVAC COI tracking with:
- AI-powered certificate validation
- Automatic renewal reminders sent directly to subcontractors
- Centralized dashboards for compliance visibility
- Mobile upload links for subs on the go
Final Thoughts
For HVAC contractors, compliance isn’t just paperwork — it’s protection. By adopting smart COI tracking practices, contractors reduce liability, avoid costly delays, and build stronger trust with project owners. With ConCOI, HVAC compliance becomes effortless.
👉 Next Step: Streamline HVAC COI Tracking with ConCOI
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