Insurance and compliance tracking (COIs)
How certificates of insurance, endorsements, licenses and other vendor compliance items work, what the app tracks today (an insurance register and prequalification), and what is planned.
Partly in the app today. Items marked Planned are not built yet.
On this page
Before a sub sets foot on your job, your contract with them requires insurance, and usually more: licenses, W-9s, signed safety programs, sometimes bonds. Once they’re working, those documents expire. A sub working with a lapsed policy is a risk you may not find out about until there’s a claim. This page explains how compliance tracking works in the app today and what’s planned.
In the app today
- Insurance register. Company admins keep insurance policies in Company admin → Insurance: insurance type (for example General Liability or Workers Compensation), carrier, policy number, coverage amount, effective and expiration dates, status (Active, Expiring, Expired, Pending) and notes, optionally tied to a vendor or a project.
- Prequalification. The Prequalification tool sends questionnaires to vendors and tracks each submission (Invited, Submitted, Under Review, Approved, Rejected, Expired) with a score, EMR, bonding capacity, trade scope, the reviewer’s decision and an expiry date.
Everything below this section, from requirement templates to payment gates, is Planned.
Compliance requirements
A compliance requirement is one item a vendor must provide and keep current. Planned: requirements set by templates (by vendor type, trade or job) and attached to each subcontract or PO.
| Item | What’s checked |
|---|---|
| Certificate of insurance (often ACORD 25) | Coverage types, limits, policy dates, insurer |
| General liability | Per-occurrence and aggregate limits |
| Auto liability | Combined single limit |
| Workers’ compensation | Statutory coverage, employer’s liability limits |
| Umbrella / excess | Limit, and which policies it sits over |
| Additional insured endorsement | You (and often the owner) named, on the right form |
| Waiver of subrogation | Endorsement provided where required |
| Primary and non-contributory | Endorsement provided where required |
| Item | What’s checked |
|---|---|
| W-9 | On file before first payment |
| Contractor license | Number, classification, expiration, by state |
| Bonds | Performance and payment bond, when the subcontract requires one |
| Safety | Signed safety program, EMR letter, training records where required |
| Prequalification | Approved status and expiry, if you prequalify subs |
| Prevailing wage | Certified payroll submissions on covered jobs |
How it will work (Planned)
-
Requirements attach at commitment
When a subcontract or PO is created, the matching template adds its requirements. Job-specific owner requirements (higher limits, extra additional insureds) are added on top.
-
Vendor uploads
The vendor or their broker uploads documents through a link. Each document is matched to the requirements it covers.
-
Review
Dates, limits and named parties are read from the document and compared with the requirement. Gaps are flagged for a person to review and accept or reject.
-
Expiry watch
Every accepted item has an expiration date. Reminders go to the vendor and their broker ahead of expiry, on a schedule you set.
-
Payment gate
If an item is missing or expired, payments to that vendor follow your rules: warn, require an override, or hold.
Payment rules (Planned)
Planned: compliance gating set per company and tightened per job. Common choices:
- Hold payment while required insurance is expired.
- Require an override (with a reason, logged) to pay with a missing endorsement.
- Warn only for items like an expiring license more than 30 days out.
Your own compliance
Planned: the same structure tracks what you owe your owners: your certificates, endorsements, bonds and licenses per prime contract, so owner requirements are visible next to the job.
Agents
A Compliance agent is Planned: requesting renewals ahead of expiry, reading uploaded certificates and proposing accept or reject for a person to decide. See How agents work.
Related: Subcontracts and commitment changes, Lien waiver tracking. Glossary: certificate of insurance, additional insured, waiver of subrogation, wrap-up insurance, subcontractor default insurance, prequalification.
Keep exploring
Related across os.construction
- GlossaryCertificate of Insurance (COI)A one-page summary, usually on an ACORD 25 form, that shows a contractor's insurance coverages, limits and policy dates.
- GlossaryPrequalificationScreening contractors or subcontractors on safety, finances, experience and capacity before they're allowed to bid.
- BlogThe 3-way match, explained for construction APThe textbook 3-way match is a purchase order, a receiving report and an invoice. Construction AP needs a version that works for subcontracts, progress billing, retainage and lien waivers. Here's what to match, and where it breaks.
- DocsAccounting security and controlsUnderstand company accounting access, approvals and correction controls.
- DocsAccounts payableEnter, approve and pay company bills with entity-scoped controls.
- PlatformSubcontractor management (use case)How os.construction handles subcontractor management on one record.
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