Skip to content
CertChase
Sign inStart free

COI compliance for small contractors, property managers and venues

Certificates of insurance, tracked and chased.

CertChase reads each subcontractor’s certificate, checks it against what the contract requires using plain rules, and chases brokers for corrections and renewals with emails you approve.

Start freeSee how it works

Free for up to 10 vendors. No card needed.

Vendors

6 of 24 shown
Example vendor roster with certificate status
VendorContract
Northside DrywallDrywallDeficientexp 2027-04-30GL $500,000 below $1,000,000; waiver missing$52,500
Alder Street RoofingRoofingMissingNo certificate on file; request sent Sep 28$46,000
Harbor MechanicalHVACExpiringexp 2026-11-02GL expires Nov 2; renewal reminder drafted$86,000
Ridgeline ElectricElectricalCompliantexp 2027-03-14$248,000
Kestrel Site ServicesExcavationCompliantexp 2027-01-09$131,750
Cedar & Pine CarpentryFinish carpentryCompliantexp 2027-06-21$38,200
Fig. 1Vendor roster, sorted by what needs attention. Synthetic vendors and certificates.

Why certificates slip

  • 7 in 10

    collected certificates are non-compliant in some way.

    Source: Jones Insurance, cited by Expiration Reminder

  • <50%

    of small firms have an alert when a certificate expires.

    Source: Jones Insurance, cited by Expiration Reminder

  • $1,000+

    per year is where incumbent trackers start.

    Source: SmartCompliance pricing, 2026

How it works

The model extracts. The rules decide.

Four steps, and each one says who does it. The language model reads documents and drafts emails. It never decides whether a vendor is covered.

  1. Done by: you

    Step 1: Write down what the contract requires

    A requirement template holds the limits, endorsements and notice period a contract asks for. Start from the default for small contractors, or build one per kind of job.

    Standard subcontractor

    template · default
    General liability
    $1,000,000 / $2,000,000each occurrence / aggregate
    Auto liability
    $1,000,000 CSLcombined single limit
    Workers’ comp
    Statutoryemployer’s liability $1,000,000

    Also required

    • Additional insured
    • Waiver of subrogation
    • 30-day notice of cancellation
    Fig. 2A requirement template. Each vendor contract points at one.

  2. Done by: vision model

    Step 2: The model reads the certificate

    Upload an ACORD 25, or on Pro forward it by email. A vision model returns each field with a confidence and the exact words it read. Anything under 70% is held for you to confirm.

    Fields read

    northside_acord25.pdf

    • Policy number

      Confidence 98%

      GL-7781-0425

      Evidence: “POLICY NUMBER GL-7781-0425”

    • Expiration

      Confidence 96%

      2027-04-30

      Evidence: “POLICY EXP 04/30/2027”

    • Each occurrence

      Confidence 97%

      $500,000

      Evidence: “EACH OCCURRENCE $500,000”

    • Waiver of subrogation

      Confidence 64% · needs review

      Not marked

      Evidence: “SUBR WVD [ ]”

    Fig. 3Fields read from an ACORD 25, each with the words it was read from.

  3. Done by: rule engine

    Step 3: Plain rules decide

    Each field is compared with the template: coverage present, limits at or above what is required, dates in force, endorsements marked. Every gap gets a code and the two values compared. No compliance verdict ever comes from a language model.

    Northside Drywall

    Deficient
    1. limit_below_required

      General liability each occurrence is $500,000; the contract requires $1,000,000.

      found
      $500,000
      required
      $1,000,000
    2. missing_waiver

      Waiver of subrogation is required on the GL policy and is not marked.

      found
      false
      required
      true

    evaluateCertificate(extraction, template, today)

    Fig. 4Rule engine output for one certificate. The same input gives the same result every time.

  4. Done by: model drafts, you approve

    Step 4: The broker gets chased

    A correction request or renewal reminder is drafted from the findings, quoting them word for word, and waits for your approval. Follow-ups are scheduled at 7 and 14 days, and 30, 14 and 7 days before an expiry.

    Approval queue

    1 of 2 waiting
    To
    dana@harborline-brokers.test
    Subject
    Northside Drywall: two certificate corrections

    Hi Dana,

    Thanks for the certificate for Northside Drywall. Before their crew starts on the Elm Street job, we need two corrections:

    • General liability each occurrence is $500,000; the contract requires $1,000,000.
    • Waiver of subrogation is required on the GL policy and is not marked.

    Could you send an updated certificate once these are in place?

    Thanks,
    Maria Okafor, Okafor Builders

    ApproveEditReject
    Fig. 5A correction request waiting in the approval queue. Nothing is sent until you approve it.

Exposure

What is uncovered, in dollars and days.

The dashboard reports in contract dollars and days to expiry: how much work is running under vendors who are not covered, and how soon the next certificate lapses.

  • Compliant

    71%

    17 of 24 vendors

  • Value at risk

    $184,500

    contract value of the 7 vendors not compliant

  • Expiring in 30 days

    3

    first on Nov 2, Harbor Mechanical

  • Awaiting your approval

    2

    1 correction request, 1 renewal reminder

Fig. 6Dashboard for a 24-vendor roster. Synthetic data.

Trust

Every step is on the record.

  • An audit trail you can read

    Every model call and every decision is written to an append-only log: the model, the prompt version, tokens and latency, what came back, and who approved what and when. Entries are never edited afterwards.

  • Guardrails on every draft

    • Never threatens, and never makes legal claims.
    • Never contacts a vendor marked do-not-contact.
    • Quotes the rule findings verbatim, so the broker sees the exact gap.
    • Must name the vendor and carry a sign-off. A draft that fails any check always waits for you.

  • Storage scoped per organisation

    Certificates live in a private bucket under your organisation’s own path. Database policies check that path on every read, so one account cannot open another’s files.

  • Synthetic demo data only

    The demo loads eight invented vendors with generated ACORD 25 certificates covering every status. Please don’t upload real certificates to the public demo.

Pricing

Two plans. One is free.

Start with the demo vendors. Move to Pro when renewals should go out without you. Compare plans.

  • Free

    $0

    For a short roster and a careful first look.

    • Up to 10 vendors
    • Manual approval of every email
    • Demo vendors with synthetic certificates
    Start free

  • Pro

    Stripe test mode

    $39/month

    For a roster that renews every week of the year.

    • Unlimited vendors
    • Auto-send renewal reminders
    • Email-in certificates
    • Weekly exposure digest
    Start with Pro

Test mode. Checkout runs on Stripe’s sandbox; no card is charged.

Questions

Answered plainly.

Does it decide compliance with AI?

No. A vision model reads the certificate and returns fields: policy numbers, dates, limits and which endorsement boxes are marked, each with a confidence and the words it read them from.

Whether a vendor is compliant is decided by plain rules that compare those fields with your requirement template. The same certificate and template always give the same result, and every finding names the values it compared.

What documents does it read?

ACORD 25 certificates of liability insurance, as PDFs or photos up to 10 MB. Endorsement pages, such as a separate additional-insured endorsement, are planned for later; for now the rules read what the ACORD 25 itself shows.

Does it email anyone without me?

Not unless you turn that on. On Free, every email waits in your approval queue until you approve, edit or reject it.

On Pro you can let renewal reminders send on their own when the draft’s confidence is 0.80 or higher. Correction requests and first requests still wait for you, and a draft that fails a guardrail check always waits.

What about my data?

The public demo runs on synthetic vendors and generated certificates. Uploaded files sit in private storage scoped to your organisation, and no other account can read them.

The demo uses Gemini’s free tier, which is never given real certificates. Please don’t upload real ones to it.

Can I use my own requirements?

Yes. Build a requirement template for each kind of contract, for example “Standard subcontractor” and “Vendor, low risk”, with your own limits, endorsements and notice period, and point each vendor at the one that applies.

Know which vendors are covered before the job starts.

Start freeSee pricing

Load the demo vendors and read a first certificate. No card needed.