Certificate of insurance tracker

COI Expiration Tracker — Turn Certificates Into Reminders

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

Read a certificate

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

Read a certificate

Choose up to 25 images or PDFs. Pixoate creates one editable row per file.

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.

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