Help center

COI Pilot collects vendor certificates of insurance, reads them, compares what they show with your requirements, and chases the gaps by email. AI only reads the document. Fixed rules do the comparing, and a person makes the final decision. It compares documents and does not contact insurers.

COI Pilot is not an insurance broker or a law firm. It never contacts an insurer, and it cannot tell you what a policy pays. It shows what a document says beside what you asked for. For what your contract should require, or what a policy really covers, ask your own broker or counsel.

The Broker & Risk Consultant Practice Program is for brokerages, construction risk consultants, compliance advisors and property advisory firms. Your firm can run client workspaces under one sign-in with an approved Partner Code at Paddle checkout, or your client subscribes and invites you, with unlimited seats. Each client is its own workspace and subscription, and all billing runs through Paddle. COI Pilot compares documents with requirements. It is not a broker or a lawyer.

For general contractors, the Commercial GC preset compares each subcontractor’s certificate and endorsements with your contract: CG 20 10 and CG 20 37, primary and non-contributory, and the CG 24 04 waiver. A person decides each exception. COI Pilot compares documents; it is not a broker or a lawyer.

For property managers and landlords, the vendor and tenant preset compares each certificate with your limits and checks that your owner or manager is named as additional insured, with reminders before a policy ends. COI Pilot compares documents and does not read your leases; it is not a broker or a lawyer.

For facilities teams, status tiles show what needs attention first thing, and the vendor preset compares recurring vendors’ certificates. Blanket forms such as CG 20 38 are refused until you turn on the blanket switch on the requirement. COI Pilot compares documents; it is not a broker or a lawyer.

For logistics and 3PL teams, the carrier preset compares any auto, general liability, workers comp and umbrella limits, and adds a review note when the Other box shows no cargo or warehouse legal row. It does not check FMCSA filings or whether a cargo limit is enough. COI Pilot compares documents; it is not a broker or a lawyer.

Each company has one status. Meets requirements: nothing open against your requirements. Gaps found: something required was not shown. Expiring soon: a policy ends soon. Expired: a policy date has passed. Needs review: a person must confirm what was read. No certificate: nothing is on file yet. Processing: the file is being read.

Every certificate is read twice, separately, and the values are compared field by field. If the reads disagree, or a field is unclear, the file goes to Needs review with both values highlighted. Check them against the PDF beside the form, correct anything wrong and approve. The rules run only after that.

The ACORD 25 is the standard certificate of liability insurance: insurers, policy numbers and dates, limits, and the ADDL INSD and SUBR WVD boxes. It states that it is for information only and confers no rights, and a ticked box is not the endorsement itself. So ask for the endorsement pages as well, and COI Pilot reads them from the same file.

CG 20 10 is the ISO additional insured form usually asked for ongoing operations, and CG 20 37 for completed operations. They are separate forms, so a file with one and not the other can show a gap. You set which forms each profile accepts, and a finding shows the form required beside the form shown.

COI Pilot recognises further ISO forms by number, including CG 20 26 (designated person), CG 20 11 (managers or lessors), CG 20 29 (grantor of franchise), CG 20 28 (lessor of premises) and CG 20 15 (vendors). Add the ones you accept to a coverage line on a requirement profile. The franchisee preset asks for CG 20 29.

Turn on waiver of subrogation and primary and non-contributory per coverage line where your contract asks for them. CG 24 04 is the common general liability waiver form, with CA 04 44 for auto and WC 00 03 13 for workers compensation, and CG 20 01 is the common primary and non-contributory form. Findings show what was required and what was shown.

Blanket forms such as CG 20 33 and CG 20 38 name nobody specifically, so they fail by default. If your contracts accept blanket wording, turn on Allow Blanket Additional Insured Endorsements for that profile, and every vendor on it is compared again. Whether blanket wording suffices is a question for your broker or counsel.

Each vendor is compared with one requirement profile. Start from a preset such as commercial GC subcontractor, franchisee unit, equipment renter, client brand product liability, or vendor or tenant on site. Then edit the limits and forms per coverage line. Presets are starting points, not legal advice. Saving compares every vendor on that profile again.

An owner or admin can waive a finding from the document page by writing down why. The reason stays on the record, and the waiver can be revoked. Waiving changes what COI Pilot chases. It does not change the policy or the contract.

Open a vendor and choose Create upload link. Copy it straight away: it is shown once, because only a hash is stored. Vendors and brokers need no account or password. A link lasts 30 days and 20 uses, and you can revoke it at any time. Press Request certificate to have COI Pilot email one.

Your workspace has its own intake address, shown in Settings. Files sent there are matched to the vendor by sender. Attachments are read first. A reply with no usable file is forwarded to you, and out-of-office replies are filtered out. You can also upload a file on the vendor’s page.

Renewal reminders go out 30, 15, 7 and 1 day before a policy ends, and you can change those days and the send hour in Settings. After expiration a notice goes out every 7 days, 4 at most. Gap notices repeat every 7 days, 3 at most. A new certificate cancels what no longer applies. Every message is listed under Emails.

Add a broker’s address on the vendor’s page and leave Copy brokers on in Settings, and chase emails copy them. Turn it off and only the vendor hears from COI Pilot. Either way, brokers can use the same upload link with no account.

Use Import CSV on the Vendors page to upload your spreadsheet as a CSV, with a template to download. You see a preview before anything is saved. You can add one vendor by hand, and Export CSV gives you the list back at any time.

CSV template

The free certificate check needs no account. Upload one certificate and see how it compares with a preset. It takes 3 checks a day, and files are deleted after about 24 hours.

Open the free check

Pricing is per company, with no charge per seat. Starter is $199 a month for up to 100 vendors, Growth is $349 for up to 300, Scale is $599 for up to 1,000, and Enterprise is $1,499 for up to 5,000. Those two take extra packs of 250 vendors at $99. Yearly billing charges 10 months for 12.

See plans

The live demo needs no sign-up: it opens a private workspace of fictional subcontractors for 2 hours, and sends no email. The free trial lasts 14 days for up to 100 vendors, with no card. There are no sales calls.

Cancel from the Billing page. It needs no call. Maintenance mode, at $49 a month, keeps your records readable, with no files read and no email sent. A closed account is deleted 90 days after it closes, and you can export everything before then.

Open billing

You can get a full refund within 14 days of any payment, for any reason. Paddle is the merchant of record and handles refunds: use paddle.net, the link on your receipt, or open a ticket here.

Refund policy

There is no charge per seat. Owners and admins invite people from Settings, as a Reviewer or an Admin, and accepting an invite never lowers anyone’s role. Owners and admins can change settings and waive a finding with a written reason. Reviewers can work with vendors, decide what a file shows and see settings. One sign-in can move between every workspace it belongs to.

Certificates are kept in private storage, and each company can read only its own records. When a PDF’s own text is not enough, the document goes to Anthropic’s API to be read. The privacy policy lists how long each kind of data is kept.

Privacy policy

Use Install app in the top bar or in Settings. Chrome, Edge and Android install in one click. On iPhone or iPad Safari, tap Share, then Add to Home Screen. The app needs a connection to show your documents, because they are not stored on the device.

A certificate a workspace member forwards from their own address starts a new vendor, on your default requirements, once two reads agree on the insured name. Any other file waits in Needs review, marked Not matched, when its sender is not a vendor’s contact or broker email and no one active vendor has that exact insured name. Open the file, choose the vendor under Which vendor is this for?, then Assign vendor. Add the sender to the vendor’s Details so the next file matches by itself.

Nothing is guessed. A faint or locked file goes to Needs review with uncertain values outlined beside the page. If you can read the page, correct them and choose Approve these values. If not, choose Reject, say why, and ask the vendor for a clean PDF. If the page says This file could not be read, choose Read it again first.

Open the vendor. Under Add a certificate, each link shows its uses and expiry. Choose Revoke beside it, and anyone opening it sees Link not active. Files already uploaded stay on the record. Create an upload link makes a new one.

COI Pilot Academy is a free, open library of short interactive videos and written playbooks, with no sign-in. Four tracks cover setup, the daily workflow, endorsements and gaps, and troubleshooting.

Open the Academy

Each main section has a 60-second guide. Use Watch 60s Guide at the top of the page, or see them all in the help center. Each has chapters and captions.

Help center