Certificate of insurance tracker

COI Expiration Tracker — Turn Certificates Into Reminders

This is an administrative tracker, not insurance verification or compliance advice. Confirm coverage with the carrier or authorized agent.

A certificate sitting in an inbox does not warn you before it expires. Upload the COI, verify the policy details, and save a renewal date your team can act on before work is interrupted.

Read common COI fields from PDF or image
Keep vendor and policy details in one editable register
Optional 90-to-1-day email reminders

How to track certificate of insurance expiration dates

The COI Expiration Tracker reads a certificate of insurance, as a PDF or a photo, and places the vendor, insured, carrier, policy number, effective and expiration dates, general liability limit and certificate holder in an editable row. You verify each value, save the row, and can have an email sent before the expiration date. It is an administrative tracker and does not verify insurance.

Read a certificate of insurance PDF or photo

Upload the PDF you received by email, or a clear scan or photo. One file makes one row, so a vendor with several certificates means several uploads, up to 25 in one run. Every cell can be edited, and values the reader is unsure about are shaded. Compare the vendor, carrier, policy number and dates with the certificate itself before you save.

Upload the certificate as a PDF or a clear image.
Select the Extract button and wait for the row.
Compare vendor, carrier, policy number and dates with the document.
Enter the expiration date as YYYY-MM-DD if it is missing or flagged.
Set the reminder days, then choose Save records & reminders.

When a COI lists several policies

A certificate can show more than one policy, each with its own dates, but a row holds one Expiration Date. When the reader finds different end dates in the policy table, it shows them together in the cell and flags it instead of choosing for you. A certificate laid out another way may give only one of them, so check the date against each policy. Decide which date your contract cares about, type that one date as YYYY-MM-DD, and the reminders count from it. The General Liability Limit cell holds one limit, and an amount such as $1,000,000 can come through as plain digits.

Email reminders before the expiration date

Reminders are available once you are signed in and the record has a valid expiration date. Choose from 90, 60, 30, 14, 7, 3 and 1 days before; 30, 14 and 7 are preselected. Emails go to your account address once it is verified and the Product updates & account emails setting is on. Saved records lists the soonest dates first and counts what is overdue or due in the next 30 days.

What the tracker does not verify

A saved certificate is an administrative record. The tool does not contact the carrier, confirm that coverage is active, read endorsements or exclusions, or decide whether a vendor meets your contract. Confirm status with the carrier or the agent. Permits and trade licenses renew on their own cycle, so keep license renewals in a register of their own, and a PDF that bundles several vendors can be split into one file per certificate before you upload it.

Before you save a certificate

Check that the insured name matches the vendor you are tracking.
Confirm the effective date comes before the expiration date.
Choose the date your contract names when several policies are listed.
Keep the original certificate with the record for audits and client requests.

The real problem

Expiration dates hide in documents until they become emergencies

Small teams collect certificates by email, rename them inconsistently, and hope someone checks the dates. The failure appears at the worst moment: a vendor arrives, a client asks, or an audit starts.

The inbox is not a tracker

Saving a PDF proves you received something; it does not put the renewal date on anyone's worklist.

Manual entry invites drift

Carrier, policy number, limits, and dates get copied into separate sheets that stop matching the latest certificate.

A COI is not coverage proof

Teams can overread the document and miss endorsements, cancellation, exclusions, or changes that require professional verification.

How Pixoate helps

Extract the admin work, keep the judgment with your team

Pixoate reads common certificate fields into an editable row and can email the signed-in owner before the saved expiration date. It never labels a vendor compliant or claims a certificate proves active coverage.

1
Upload the certificate
Use the PDF received by email or a clear photo/scan of the certificate.
2
Verify every field
Compare the vendor, carrier, policy, limits, effective date, and expiration date against the document.
3
Save the date and reminders
Sign in to save the row and choose reminder intervals from 90 days to 1 day before expiration.

Built for the work small teams do every day

General contractors

Track subcontractor certificates before scheduling site work.

Property managers

Keep vendor renewal dates accessible instead of searching property inboxes.

Small procurement teams

Create a lightweight follow-up list without adopting a full vendor-risk platform.

Frequently asked questions

What fields can it extract?

The tracker asks for vendor/insured name, insurance carrier, policy number, effective and expiration dates, general-liability limit, and certificate holder. Actual layouts vary, so review every result.

Can I upload a PDF?

Yes. The extractor accepts PDFs and common image formats. PDF processing is bounded to prevent a large unrelated document from entering a single certificate workflow.

When can reminders be sent?

Saved COI records can use 90, 60, 30, 14, 7, 3, or 1-day intervals. Reminders require a verified account email, a valid expiration date, and product-email notifications enabled.

Does Pixoate verify that insurance is active?

No. A certificate is informational and may not reflect later cancellation, endorsements, exclusions, or contractual requirements. Verify status and required coverage with the carrier, authorized agent, and your own advisors.

Does the tool decide whether a vendor is compliant?

No. Pixoate extracts and tracks administrative data only. It does not interpret contracts, apply jurisdiction-specific requirements, or issue a compliance verdict.

Can I correct OCR mistakes?

Yes. Every field is editable, and uncertain readings show a review indicator. Saving or exporting should happen only after comparison with the source certificate.

How do I track subcontractor COIs in one list?

Upload each subcontractor's certificate, check the vendor name and dates, then save. Saved records lists every certificate with the earliest expiration first and counts what is overdue or due in the next 30 days. Download saved register (CSV) gives you the same list as a spreadsheet.

Why does the expiration date cell show two dates?

The certificate lists more than one policy end date, so the reader keeps them together rather than guessing. Type the single date you want to track as YYYY-MM-DD. The row is one record with one reminder date, so choose the policy your contract names.

What happens when a vendor sends a renewed certificate?

Open the saved record, choose Edit, enter the new expiration date and select Save changes. The reminders follow the new date. You can also upload the new certificate as a fresh record and delete the old one.

Why does the tracker mark every PDF value for review?

A PDF gives the reader no confidence score for each value, so every filled cell is marked as OCR confidence unavailable and shaded for review. That is expected. It is a prompt to compare each value with the document before you save, not a sign that the file failed.

Does the tracker read limits for every type of coverage?

The row has one General Liability Limit cell, plus the carrier and policy number. Other limits, such as auto, umbrella or workers' compensation, are not separate cells, so read them from the certificate itself.