Your COI tracking spreadsheet, filled in by the certificates themselves.
Drop every vendor's certificate of insurance - clean forms, faxes, carrier letters - and get one tracker: carriers, policy numbers, limits, additional-insured and waiver flags, and every expiration date with expired and expiring-soon rows flagged. Free, no signup.
Compliance board
Drop the whole COI folder - checking starts right away
ACORD-style forms, faxes, and carrier letters. Up to 14MB per file.
No certificates at hand?
Clean certificate form
Dense grid layout, one coverage expired
Faxed certificate
Grainy fax scan, all coverages active
Carrier letter
Non-form certificate in prose
The annual audit, compressed
Sixty certificates, one question: who is expired?
The job is never reading one certificate - it is the folder of sixty, collected over a year, in whatever shape each vendor's agent sent. The three samples above are exactly that mix: a clean dense form with one lapsed coverage, a grainy fax, and a carrier letter with the certificate written in prose. Run all three and the board answers the question at a glance.
Property managers
Vendor onboarding and the annual re-check: who lapsed, who renamed the holder, whose umbrella quietly dropped.
GCs and construction compliance
Before mobilization, every sub's certificate against the contract: limits, additional insured, waiver of subrogation.
Franchise and risk managers
The yearly COI audit across locations - one tracker, one renewal calendar, no re-keying.
The samples are fictional and free to reuse in training decks - link to them directly: Clean certificate form (PDF) · Faxed certificate (PDF) · Carrier letter (PDF)
Checkboxes are data too
The two fields that decide whether a certificate satisfies a contract - additional insured and waiver of subrogation - live in checkboxes, not text. The extraction reads the marks themselves, including on faxed copies, and carries them into the tracker as explicit yes/no columns instead of leaving you to squint at page one of sixty PDFs.
Insured
Coverage
Carrier
Policy #
Effective
Expiration
Each Occ.
Aggregate
Addl Insd
Waiver
Status
Questions compliance and PM teams ask
Yes. The OCR layer is built for faxes and scans, and checkbox marks - additional insured, waiver of subrogation - are read from the form itself, not guessed.
Carrier letters and non-standard certificates read fine - there are no per-form templates. The extraction reads whatever layout arrives and maps it to the same tracker columns.
Every coverage line is compared to today: expired dates flag red, anything within 30 days flags amber, and the renewal-calendar sheet sorts everything by expiration so the next lapses are at the top.
That is the product behind this tool. A DocuPipe workflow runs this extraction on every COI a vendor emails in and keeps your tracker current - so renewal chasing starts from data, not from opening PDFs.
Files are transferred encrypted and processed on SOC 2 and ISO 27001 certified, HIPAA compliant infrastructure, and they are never used to train models. Processing is automated end to end.
Run it at scale
COIs expire every year. The chasing never should have been manual.
DocuPipe runs this same extraction on every certificate that arrives - email attachments, portal uploads, renewals - and keeps one tracker current across hundreds of vendors, with your compliance rules applied consistently.
Free tier included. Takes about a minute to set up.
SOC 2 certified · ISO 27001 · HIPAA compliant · Encrypted in transit and at rest · Never used to train models