Certificate of Insurance Tracking That Actually Works

If you manage commercial properties, you know the pain. Every vendor, contractor, and tenant needs to carry adequate insurance — and proving it falls on you. That means collecting certificates of insurance from dozens (or hundreds) of parties, reading each one line by line, cross-referencing coverage limits against your requirements, and somehow keeping track of when everything expires.

Most property management teams do this with spreadsheets, shared drives, and a lot of manual effort. Certificates come in as email attachments. Someone has to open each PDF, squint at the coverage table, manually type numbers into a spreadsheet, and hope they didn't miss anything. When a certificate expires, it's often weeks before anyone notices — leaving the property exposed.

This approach doesn't scale. As your portfolio grows, the administrative burden grows exponentially. And the stakes are high: a single lapse in vendor insurance coverage can expose your organization to millions in liability.

SmartCOI replaces the spreadsheet with an intelligent, automated system built specifically for commercial real estate. Upload a certificate PDF and our AI reads the entire document in seconds — extracting every coverage type, policy limit, carrier name, effective date, and expiration date with high accuracy.

The extracted data is automatically compared against your property's insurance requirements. You see instantly whether a vendor's coverage meets your minimum limits, whether the right entities are listed as additional insured, and whether any policies are about to expire. No more manual comparison. No more missed gaps.