Guide
How to collect COIs from subcontractors without chasing
A straight-talk guide for general contractors on collecting certificates of insurance from every sub, every project, every time.
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Every GC has the same problem: getting a Certificate of Insurance out of a subcontractor before work starts is like pulling teeth. Subs promise they\u2019ll send it, work begins, and three weeks later you\u2019re still following up. If you remember at all. This guide walks through the proven approach that eliminates the chase: make the request automatic, make upload frictionless, and make it impossible for the sub to forget.
1. Ask before you schedule
The single highest-leverage change: block project scheduling until the COI is in the system. No paperwork, no pour day. Subs adapt fast.
2. Send a secure upload link, not an email attachment request
Most subs lose attachments in their inbox. A persistent upload link they can forward to their agent gets 3x faster turnaround.
3. Specify exactly what you need
Limits, Additional Insured language, project listing, waiver of subrogation if required. Ambiguity causes 80% of rejected COIs.
4. Automate reminders
Automated escalating reminders (day 1, day 3, day 7) get 4x better response rates than manual follow-up.
5. Track expirations from day one
A COI that expires mid-project is as bad as no COI. Set 90/60/30-day alerts the moment you log the certificate.
6. Keep everything in one vault
Never let COIs live in inboxes or personal drives. Centralize in a system that survives employee turnover.
Frequently asked questions
What is a Certificate of Insurance (COI) and why do GCs need them?
A Certificate of Insurance is a one-page document issued by an insurance agent that confirms a subcontractor has active insurance coverage. Typically General Liability, Workers’ Comp, and Auto. GCs need COIs to verify coverage before work begins, so liability can’t transfer to the GC if something goes wrong.
How do I ask a subcontractor for their COI?
The cleanest approach: send the sub a secure upload link and specify the required coverage limits, the Additional Insured endorsement, and the project name. Tell them upfront that work can’t start until the COI is on file. Automating this with software like PaperBoss eliminates the chase.
What should a subcontractor COI include?
Most GCs require: General Liability ($1M/$2M standard), Workers’ Comp (statutory), Auto Liability ($1M), GC named as Additional Insured on GL (with endorsement), Waiver of Subrogation, and the project name/number listed.
How often should COIs be renewed?
Most policies are annual. Track expiration dates from day one and get alerts 90, 60, and 30 days before expiration so you can request a renewed COI before coverage lapses.
Can I automate COI collection?
Yes. Tools like PaperBoss let you send a secure upload link to each sub, send automated reminders, and track expirations automatically. It replaces the email + spreadsheet workflow entirely. Starts at $29/mo.
Stop chasing. Start collecting automatically.
Every day without tracking is a day you’re exposed. One uninsured sub can cost you the whole job.
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