Certificate of insurance tracking

Vendor COIs checked and chased—by email, not another portal.

Vendors email their Certificates of Insurance. AI extracts the ACORD 25; rules check limits, additional insured, waivers, holder, and expirations against your exhibit. Gaps get chase drafts. Ambiguity goes to a human—never a silent pass.

Send us ~10 COIs → free pilot report See how it works

or open the pilot form — name, work email, and company required, then attach up to 10 COIs.

No setup fee · No contract · Built for property managers & GCs

COI Compliance Report cert #2026-000481
Budget Roofing Co. ✗ NON-COMPLIANT
✓AUTO LIABILITYCSL $1,000,000 meets required $1,000,000
✗GENERAL LIABILITYEach Occurrence $500,000 is below required $1,000,000
✗GENERAL LIABILITYAdditional insured: required but not evidenced
✗UMBRELLARequired coverage not found on certificate
→ chase draft ready for broker line-item · rules-based
Every certificate verified in minutes
limits · dates · endorsements · holder
Gaps chased the same morning
line-item emails, straight to the broker
Verdicts you can audit line-by-line
rules render verdicts — not a black box

Three steps. Then the loop keeps running.

Certificate tracking isn’t hard — it’s relentless. So we made it relentless back.

Vendors email their certs

Your vendors (or their insurance agents) send certificates to a dedicated intake address. We set it up. Your company inbox stays yours — we never see it.

works with the certs you already receive

Every cert is read & verdicted

AI extracts the ACORD 25 — coverage lines, limits, dates, checkbox endorsements, the broker’s contact. Then deterministic rules compare it to your requirements. Ambiguity goes to a human. Never a silent pass.

extraction by AI · verdicts by rules

Gaps get chased until fixed

Non-compliant cert? A line-item chase draft goes to the vendor — or directly to their broker, who’s the one reissuing it anyway. Expirations are chased before they lapse, on a schedule, for as long as the vendor is on your roster.

renewals tracked while the vendor is active

We never touch your inbox.

Other services ask for read-only access to your company email and scan everything — legal threads, tenant disputes, financials — hunting for certificates. We think that’s an absurd trade.

Isolation

A dedicated certificate address

Certs flow to an address that exists only for certificates. The blast radius of the entire system is a mailbox that contains nothing but ACORD forms.

Auditability

Rules decide — not a model’s mood

AI only transcribes what’s printed on the certificate. Every pass/fail verdict is computed by deterministic rules against your requirements, traceable to a specific value and a specific clause.

Escalation

Uncertainty goes to a human

Illegible scan? Checkbox unclear? Endorsement referenced but not evidenced? Those route to review — they are never silently marked compliant.

What gets checked, on every certificate.

Your requirements — drafted from your actual vendor contract’s insurance exhibit, not a generic checklist.

Limits & aggregates

Each-occurrence, general & products aggregates, CSL, employers’ liability — against per-tier minimums.

Expirations & renewals

Every policy date tracked; renewal chases begin inside your configured window, before the lapse.

Endorsements

Additional insured, waiver of subrogation, primary & non-contributory — checkboxes and the Description of Operations both.

Form types

Occurrence vs. claims-made, umbrella vs. excess, statutory workers comp — flagged when the wrong form shows up.

Certificate holder

Certs must actually name you. Wrong or missing holder is a hard failure, not a footnote.

Broker on record

The issuing agency’s contact is captured from every cert — so chases go to whoever can actually fix the problem.

$5 / vendor / month

Billed monthly by invoice (card or ACH). No setup fee. No annual contract. Cancel anytime.

Start with 10 free certificates
  • Unlimited certificates per vendor
  • Requirements drafted from your vendor contract — same day
  • Automatic chasing: vendor first, broker fallback
  • Renewal tracking for the life of the vendor
  • Line-item compliance reports & roster dashboard
  • Bulk onboard from a spreadsheet—often same day for a pilot roster

Questions, answered plainly.

How does CertLedger read my email?
It doesn’t. We never connect to your inbox — no OAuth grants, no read-only scanning of your company mail. Vendors send certificates to a dedicated intake address that exists only for certificates. If you’d rather not notify vendors, a one-line forwarding rule in your own mailbox does the same job — and you keep custody of your email.
What forms do you support?
ACORD 25 certificates of liability insurance and equivalents — including scans and photographed copies. Certificates the system can’t read with confidence are routed to human review, never guessed at.
What happens when a certificate fails?
A line-item email is drafted the same morning: exactly which limit is short, which endorsement is missing, which policy is expired. It goes to the vendor — or directly to their insurance agent from the certificate’s producer block, since the agent is who reissues certificates. Chases repeat until a compliant cert is on file.
How do you know what my requirements are?
Send us the insurance exhibit from your vendor contract. We convert it into your compliance matrix the same day — and anything ambiguous (conditional umbrella requirements, tiered limits, carrier-rating minimums) is flagged for a human decision instead of silently encoded wrong. Until then, sensible defaults by trade risk tier apply.
How long does onboarding take?
An afternoon. Your vendor roster (any spreadsheet) plus your insurance exhibit gets you: every vendor registered, every existing certificate verdicted, and chase drafts for every gap — usually the same day.
Is this AI deciding my compliance?
No. AI transcribes what’s printed on the certificate — that’s all. Compliance verdicts are computed by deterministic rules against your requirements. Every finding traces to a specific extracted value and a specific requirement, so you can audit any verdict line-by-line.

Send us ~10 certificates.

You’ll get a line-item compliance report back. That’s the whole pitch.

Start the pilot →

Same form every time — name, work email, and company required.