One of the most common frustrations for general contractors is collecting Certificates of Insurance (COIs) from subcontractors. Whether it’s chasing down paperwork or sorting through emails, this process can slow projects and increase compliance risks. The good news? With the right approach, collecting COIs doesn’t have to be painful.
Why You Need COIs from Subcontractors
Every subcontractor on a construction project should carry insurance that protects against liability, accidents, and property damage. A valid COI proves coverage and ensures:
- Compliance with contracts and regulations
- Reduced liability for general contractors and owners
- Smooth project operations without unexpected risk
The Traditional Way of Collecting COIs
- Sending multiple reminder emails
- Waiting on faxed or scanned PDFs
- Manually checking for expiration dates
- Storing certificates in folders or spreadsheets
While this works, it’s slow, error-prone, and often results in last-minute scrambles.
A Smarter Way to Collect COIs
Modern contractors are moving toward digital COI collection systems. Here’s how it works:
- Send a Single Upload Link – Subcontractors receive an email or text with a secure link to upload their certificate.
- AI-Powered Extraction – The system automatically reads key details like policy limits and expiration dates.
- Automatic Reminders – Subcontractors get notified before policies expire so you don’t have to chase them.
- Real-Time Dashboard – Contractors see which subs are compliant, expiring soon, or missing documents.
Tips for Faster Collection from Subs
- Set Expectations Early: Make COI submission a requirement before starting work.
- Keep It Simple: Offer mobile-friendly upload options.
- Automate Follow-Ups: Use reminders instead of manual check-ins.
- Centralize Storage: Eliminate confusion by keeping all COIs in one platform.
Final Thoughts
Collecting COIs from subcontractors doesn’t have to be a frustrating, manual process. By combining clear communication with smart technology, contractors can save time, avoid project delays, and protect themselves from liability.
With ConCOI, subcontractors can upload their certificates in seconds — and contractors get the compliance peace of mind they need.
👉 Next Step: See How Easy COI Collection Can Be with ConCOI