Track your subcontractors' certificates of insurance
General contractors often collect a certificate of insurance (COI) from each sub before work starts, and every certificate expires on its own date. LicenseLedger keeps each one with its expiration date and the certificate itself, and emails you before it runs out.
No credit card required.
How to track COIs in LicenseLedger
Add one insurance record per certificate
Put the sub’s name under Holder, like “Rivera Electric”, the insurer under Issuing body and the policy number under Record number. Once a record names a holder, the ledger can be filtered by holder to show one sub’s certificates.
Attach the certificate
Upload the COI as a PDF or photo, so it’s on hand when a client or an inspector asks for it.
Get emailed before it expires
On a paid plan, reminders go to your ledger’s notification email 90, 60, 30, 7 and 1 days before the certificate expires by default, and on the day itself, so there’s time to ask the sub for a renewed one. If it lapses and the date isn’t updated, we follow up 1, 7 and 30 days later.
Update it when the new certificate arrives
Enter the new expiration date and attach the new certificate. The previous one stays in the record’s renewal history.
Pick “General contractor” on your new ledger and “Subcontractor Certificate of Insurance (COI)” is among the suggestions, so all you add is the sub's name and the date.
Also in your ledger
- Your own license, bond and policies in the same ledger as your subs’ certificates.
- Already keep a list of subs in a spreadsheet? Import it as a CSV, or paste the rows straight from Excel or Google Sheets.
- Choose the reminder days for the whole ledger, or for one certificate.
- Every expiration date in Google Calendar, Outlook or Apple Calendar through a calendar link.
- Your office manager in the same ledger, chasing certificates with you. Teammates need the Business plan ($29/mo).
What it doesn't do
LicenseLedger tracks dates and keeps the certificates. It doesn't contact your subs for you: a certificate with a holder offers “Request a new certificate” on its page and in the emails about it, a draft email filled in from the record for you to send from your own mail app. It doesn't read a certificate's coverage limits, endorsements or additional insureds either: check those yourself when a certificate comes in.
What it costs
Every new ledger starts on the free plan, with no credit card needed. Pick a plan when you need more.
- FreeUp to 3 records and one reminder email 30 days before each record expires (for records that keep their 30-day reminder).$0
- SoloFor managing your own licenses, policies, and certifications.$15 a monthor $150 a year
- BusinessFor teams that manage licenses together.$29 a monthor $290 a year
The free plan holds 3 records and sends only one reminder email 30 days before each record expires (for records that keep their 30-day reminder), so the full reminder schedule about your subs' certificates takes Solo or Business.
Asking a sub for a new certificate? Use the free COI request email template. Questions about reminders, documents, teammates or plans? Read the FAQ. Tracking your own policies too? How insurance tracking works. Your own license? See LicenseLedger for general contractors.
Know before a sub’s certificate runs out
Use LicenseLedger free for up to 3 records, with one reminder email 30 days before each record expires (for records that keep their 30-day reminder). No credit card required.
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