COI Compliance Desk: we check and chase your vendors' certificates of insurance

Send us your certificates and your written insurance requirements. We read every one, flag what does not match, chase the fix, and send you one list each week.

Start with a COI Folder Audit · $249

Paid at checkout. Up to 25 vendors. Checked against your requirements only.

Need ongoing tracking? See the monthly desk

Not insurance advice. You set the requirements. A certificate is not the policy.

Who is the COI Compliance Desk for?

• General contractors and specialty contractors who hire subs.
• Property managers and HOA managers who require vendor certificates before work orders.
• Event venues and facilities that require certificates from outside vendors.
• Programs with roughly 20 to 150 active vendors, where one office person handles certificates alongside other work.

Not a fit above 150 vendors (a full service platform is usually better, and we will tell you so) or if you want advice on what coverage to require.

What does the desk do?

• Intake: vendors and their agents send certificates and endorsement pages to the desk inbox, or you forward a folder.
• Read: insured name, insurers, policy numbers, limits, effective and expiry dates, certificate holder, and the additional insured and waiver of subrogation marks.
• Match: each item is checked against your written requirement sheet only.
• Flag: each vendor is Cleared, Blocked, or Expiring, with the exact requirement line that failed.
• Chase: fix requests go to the vendor and the vendor's agent in wording you approved once, until a corrected document arrives or you tell us to stop.
• Calendar: renewal requests at 30, 14, and 7 days before expiry.
• Weekly list and export: one Cleared, Blocked, and Expiring list each week, plus a spreadsheet and PDF folder for your own premium audit.

What does the desk not do?

• No insurance advice. We do not recommend coverage types, limits, carriers, or endorsements, and we do not judge whether coverage is adequate.
• We do not sell, solicit, or negotiate insurance, and we are not an insurance agent, broker, or consultant.
• We do not confirm with any insurer that a policy is in force, and we do not interpret policy wording. A certificate is not the policy.
• We do not decide who works, gets on site, or gets paid. You make every final call.
• No guarantees of compliance rates, savings, or avoided claims.

How does it work?

1. Buy the audit or the monthly desk and tick the required boxes.
2. Send your requirement sheet and vendor list. We confirm the sheet back to you in writing before checking anything.
3. Send current certificates and endorsement pages (PDF or phone photo), or have vendors send them to the desk inbox.
4. We read and match each one. A person checks every Blocked flag against the original document.
5. You get Cleared, Blocked, or Expiring for each vendor, with the exact requirement line for each flag.
6. Monthly desk: we chase fixes in your approved wording and send the list weekly.

What does a Cleared, Blocked, or Expiring list look like?

Sample only. Vendor names are made up.

Every list says: checked against your written requirements; not proof of coverage.

How much does the COI Compliance Desk cost?

The COI Folder Audit is $249 one time for up to 25 vendors, plus $8 per extra vendor, up to 100 vendors per audit. The Monthly COI Desk is $299 per month for up to 75 active vendors, plus $3 per extra active vendor per month, up to 150 vendors total. No setup fee. Month to month. Pay before work.

No plan is unlimited. Monthly desk: this checkout pays the first month; later months are invoiced before each month starts.

Why does a certificate on file matter at premium audit time?

Some insurers charge premium for subcontractors who do not have a current certificate on file at audit time. For example, BITCO's premium audit page says that if you do not have a certificate for a subcontractor, "we will include the payroll of the subcontractor's employees in the audit." Your own insurer's rules may differ, so ask your agent. A complete, dated file is the record you hand your auditor.

What do we need from you?

• Your written insurance requirements, by vendor type or project.
• Your vendor list with contact emails.
• Current certificates and endorsement pages as PDFs or phone photos.
• Monthly desk: your approval of the fix request and renewal email wording before anything is sent.

Send everything to agent-jeremy+coi@mail.grokbot.com or reply to your order confirmation.

Quick answers

• What it is: DC Additive Pros COI Compliance Desk checks vendor certificates of insurance against your written requirements, chases fixes, and sends a weekly Cleared, Blocked, and Expiring list.
• Price: $249 audit for up to 25 vendors; $299/mo desk for up to 75 vendors; +$3 per extra vendor per month up to 150.
• Not insurance advice: you set the requirements; we check against them only.
• Cleared is not covered: a certificate is not the policy, and we do not verify coverage with insurers.
• Pay before work: no file is opened before payment.

Frequently asked questions

What is a certificate of insurance (COI)?

A certificate of insurance is a one page summary, usually on the ACORD 25 form, issued by a business's insurance agent. It lists the insurers, policy numbers, coverage types, limits, and effective and expiration dates. The form itself says it is issued as a matter of information only. It is evidence that a policy was in place when issued, not the policy itself.

What does the DC Additive Pros COI Compliance Desk do?

We collect your vendors' and subcontractors' certificates of insurance, read each one, and check it against the insurance requirements you give us in writing. We mark each vendor Cleared, Blocked, or Expiring, send fix requests to the vendor and their agent in wording you approve, track renewal dates, and send you one list each week.

Who is the COI Compliance Desk for?

General contractors, specialty contractors who hire subs, property managers, HOA managers, and venues that require certificates from outside vendors. It fits programs with roughly 20 to 150 active vendors where one office person handles certificates alongside other work.

What do I buy first?

Start with the COI Folder Audit at $249. You send your current certificates and your written insurance requirements, and we return a Cleared, Blocked, or Expiring list for up to 25 vendors with the exact reason for each flag. The audit is paid at checkout before we open any file.

How much does the COI Compliance Desk cost?

The COI Folder Audit is $249 one time for up to 25 vendors, plus $8 per extra vendor, up to 100 vendors per audit. The audit price is not credited toward the monthly desk. The monthly COI desk is $299 per month for up to 75 active vendors, plus $3 per extra active vendor per month, up to 150 vendors total. There is no setup fee.

What is included in the COI Folder Audit?

We read every certificate and endorsement page you send, match it to your written requirements, and return a spreadsheet and summary showing each vendor as Cleared, Blocked, or Expiring, with the requirement line that failed. We also draft fix request emails you can send. The audit is a one time snapshot, not ongoing monitoring.

What does the monthly COI desk include?

Each month we take in new and renewed certificates, check them against your requirements, send fix requests to vendors and their agents, request renewals at 30, 14, and 7 days before expiry, and send you a Cleared, Blocked, and Expiring list every week. You also get an export of all files on request.

What if I have more vendors than my plan includes?

Extra active vendors are billed at $3 each per month, up to 150 vendors total. No plan is unlimited. Above 150 vendors, a full service platform is usually a better fit, and we will tell you so.

Do you give insurance advice or tell me what limits to require?

No. We do not recommend coverage types, limits, carriers, or endorsements, and we do not judge whether coverage is adequate. We are not an insurance agent, broker, or consultant. Your insurance agent, broker, or attorney should help you set your requirements.

Who sets the insurance requirements?

You do. You give us a written requirement sheet for each vendor type or project, and we check certificates against that sheet only. If a requirement is unclear, we ask you instead of guessing.

Does a Cleared status mean my vendor is covered?

No. Cleared means the documents we received match your written requirements on their face. A certificate is not the policy, and we do not confirm with the insurer that a policy is in force or will pay a claim. A policy can also be cancelled after a certificate is issued.

Do you check additional insured and waiver of subrogation?

We check whether the certificate marks additional insured and waiver of subrogation where your sheet requires them, and whether a matching endorsement page was provided. The ACORD 25 form notes that additional insured status needs policy provisions or an endorsement. We flag a missing endorsement page as Blocked; we do not interpret policy wording.

How do you chase vendors and their insurance agents?

We email the vendor and, when listed, the agent on the certificate, using fix request wording you approve once. Each request names the exact requirement that is not met and asks for a corrected certificate or endorsement. We keep following up until it arrives or you tell us to stop.

How often do I get a status list?

Monthly desk clients get one Cleared, Blocked, and Expiring list every week, timed before your payment run if you tell us the day. Urgent items, such as a vendor scheduled on site with an expired certificate, are flagged the same business day.

Can the desk help me get ready for my insurance premium audit?

Yes, with records. We export every vendor certificate on file with dates and a spreadsheet you can hand to your auditor. Some insurers charge premium for subcontractors without a current certificate, so a complete file matters. We do not deal with the auditor or your insurer for you.

What do you need from me to start?

Payment at checkout, your written insurance requirements, your vendor list with contact emails, and your current certificates as PDFs or photos. For the monthly desk, you also approve the fix request and renewal email wording before anything is sent.

How is my vendor data handled?

We use your documents only to run your desk. Files are stored in a dedicated folder for your account, and data processing terms are accepted at checkout. You can ask for an export or deletion of your files when you leave.

Is there a contract or a setup fee?

There is no setup fee. The monthly desk is month to month and is billed before each month starts. Cancel before your next billing date to stop the next charge. The audit is a one time purchase.

Do you guarantee compliance or prevent claims?

No. We do not promise any compliance rate, savings, or protection from claims or audit charges. Vendors and their agents decide when to send corrected documents, and you decide who works and who gets paid. Our job is an accurate, on time check against your written requirements.

COI Compliance Desk terms summary

These statements apply to every COI Compliance Desk purchase, together with our store policies.

• Not insurance advice. DC Additive Pros is not an insurance agent, broker, or consultant. We do not sell, solicit, or negotiate insurance, and we do not recommend coverage types, limits, carriers, or endorsements or judge whether coverage is adequate. Ask your own insurance agent, broker, or attorney to set your requirements.
• You set the requirements. We check documents only against the written requirement sheet you give us, and we confirm that sheet back to you in writing before checking anything. If a requirement is unclear, we ask you instead of guessing.
• Cleared is not covered. Cleared means the documents we received match your written requirements on their face. A certificate is not the policy. We do not confirm with any insurer that a policy is in force or will pay a claim, and we do not interpret policy wording. A missing endorsement page is marked Blocked, never assumed.
• Your decision. You make every final decision about which vendors work, get site access, or get paid.
• No guarantees. We do not promise any compliance rate, savings, or protection from claims or audit charges.
• Pay before work. The audit is paid at checkout before any file is opened and is nonrefundable once file review starts. The monthly desk is paid before each month starts, is month to month, and stops when you cancel before your next billing date.
• Vendor contact. We contact your vendors and their agents only in wording you approve.
• Your data. We use your documents only to run your desk. Files are kept in a dedicated folder for your account. Ask for an export or deletion of your files when you leave.

Before you pay: pick a plan and confirm

DC Additive Pros checks your vendors' certificates of insurance against the written requirements you give us, chases fixes in wording you approve, and reports Cleared, Blocked, or Expiring. Not insurance advice. You set the requirements. A certificate is not the policy. Work starts only after payment.

1. Pick what you are buying

COI Folder Audit, $249 Monthly COI Desk, $299/mo Add vendors to my monthly desk, $3/mo each

2. Required for this purchase
Boxes start unchecked. The checkout button unlocks only when every box shown is ticked.

• Not insurance advice. I understand DC Additive Pros is not an insurance agent, broker, or consultant and will not recommend coverage, limits, carriers, or endorsements.
• I set the requirements. I will give written insurance requirements, and DC Additive Pros checks documents against those requirements only.
• A certificate is not the policy. I understand "Cleared" means the documents match my requirements on their face, not that coverage is in force or will pay a claim; no insurer verification is included.
• My decision. I make every final decision about which vendors work, get site access, or get paid.
• Pay before work. I understand work starts only after payment, with no guarantee of compliance rates, savings, or avoided claims.
• Authorized documents and contact. I am authorized to share these vendor documents and to let DC Additive Pros contact my vendors and their agents in wording I approve; the desk data terms on this page apply.
• Audit scope. I understand the audit is a one time check of up to 25 vendors (extra vendors $8 each, cap 100; audit fee not credited toward the monthly desk), is not ongoing monitoring, and is nonrefundable once file review starts.
• Monthly scope. I understand $299/mo covers up to 75 active vendors, extra vendors are $3 each per month up to 150 total, the plan is not unlimited, and I cancel before my next billing date to stop the next charge.

By checking out you confirm you have read and agree to each statement above and the desk terms summary.

3. Check out

Vendors in this audit: Up to 25 vendors, $249 26 vendors, $257 27 vendors, $265 28 vendors, $273 29 vendors, $281 30 vendors, $289 31 vendors, $297 32 vendors, $305 33 vendors, $313 34 vendors, $321 35 vendors, $329 36 vendors, $337 37 vendors, $345 38 vendors, $353 39 vendors, $361 40 vendors, $369 41 vendors, $377 42 vendors, $385 43 vendors, $393 44 vendors, $401 45 vendors, $409 46 vendors, $417 47 vendors, $425 48 vendors, $433 49 vendors, $441 50 vendors, $449 51 vendors, $457 52 vendors, $465 53 vendors, $473 54 vendors, $481 55 vendors, $489 56 vendors, $497 57 vendors, $505 58 vendors, $513 59 vendors, $521 60 vendors, $529 61 vendors, $537 62 vendors, $545 63 vendors, $553 64 vendors, $561 65 vendors, $569 66 vendors, $577 67 vendors, $585 68 vendors, $593 69 vendors, $601 70 vendors, $609 71 vendors, $617 72 vendors, $625 73 vendors, $633 74 vendors, $641 75 vendors, $649 76 vendors, $657 77 vendors, $665 78 vendors, $673 79 vendors, $681 80 vendors, $689 81 vendors, $697 82 vendors, $705 83 vendors, $713 84 vendors, $721 85 vendors, $729 86 vendors, $737 87 vendors, $745 88 vendors, $753 89 vendors, $761 90 vendors, $769 91 vendors, $777 92 vendors, $785 93 vendors, $793 94 vendors, $801 95 vendors, $809 96 vendors, $817 97 vendors, $825 98 vendors, $833 99 vendors, $841 100 vendors, $849

Buy COI Folder Audit

Active vendors: Up to 75 vendors, $299/mo 76 vendors, $302/mo 77 vendors, $305/mo 78 vendors, $308/mo 79 vendors, $311/mo 80 vendors, $314/mo 81 vendors, $317/mo 82 vendors, $320/mo 83 vendors, $323/mo 84 vendors, $326/mo 85 vendors, $329/mo 86 vendors, $332/mo 87 vendors, $335/mo 88 vendors, $338/mo 89 vendors, $341/mo 90 vendors, $344/mo 91 vendors, $347/mo 92 vendors, $350/mo 93 vendors, $353/mo 94 vendors, $356/mo 95 vendors, $359/mo 96 vendors, $362/mo 97 vendors, $365/mo 98 vendors, $368/mo 99 vendors, $371/mo 100 vendors, $374/mo 101 vendors, $377/mo 102 vendors, $380/mo 103 vendors, $383/mo 104 vendors, $386/mo 105 vendors, $389/mo 106 vendors, $392/mo 107 vendors, $395/mo 108 vendors, $398/mo 109 vendors, $401/mo 110 vendors, $404/mo 111 vendors, $407/mo 112 vendors, $410/mo 113 vendors, $413/mo 114 vendors, $416/mo 115 vendors, $419/mo 116 vendors, $422/mo 117 vendors, $425/mo 118 vendors, $428/mo 119 vendors, $431/mo 120 vendors, $434/mo 121 vendors, $437/mo 122 vendors, $440/mo 123 vendors, $443/mo 124 vendors, $446/mo 125 vendors, $449/mo 126 vendors, $452/mo 127 vendors, $455/mo 128 vendors, $458/mo 129 vendors, $461/mo 130 vendors, $464/mo 131 vendors, $467/mo 132 vendors, $470/mo 133 vendors, $473/mo 134 vendors, $476/mo 135 vendors, $479/mo 136 vendors, $482/mo 137 vendors, $485/mo 138 vendors, $488/mo 139 vendors, $491/mo 140 vendors, $494/mo 141 vendors, $497/mo 142 vendors, $500/mo 143 vendors, $503/mo 144 vendors, $506/mo 145 vendors, $509/mo 146 vendors, $512/mo 147 vendors, $515/mo 148 vendors, $518/mo 149 vendors, $521/mo 150 vendors, $524/mo

Start Monthly COI Desk, first month

Extra active vendors (1 to 75): 1 extra, $3/mo 2 extra, $6/mo 3 extra, $9/mo 4 extra, $12/mo 5 extra, $15/mo 6 extra, $18/mo 7 extra, $21/mo 8 extra, $24/mo 9 extra, $27/mo 10 extra, $30/mo 11 extra, $33/mo 12 extra, $36/mo 13 extra, $39/mo 14 extra, $42/mo 15 extra, $45/mo 16 extra, $48/mo 17 extra, $51/mo 18 extra, $54/mo 19 extra, $57/mo 20 extra, $60/mo 21 extra, $63/mo 22 extra, $66/mo 23 extra, $69/mo 24 extra, $72/mo 25 extra, $75/mo 26 extra, $78/mo 27 extra, $81/mo 28 extra, $84/mo 29 extra, $87/mo 30 extra, $90/mo 31 extra, $93/mo 32 extra, $96/mo 33 extra, $99/mo 34 extra, $102/mo 35 extra, $105/mo 36 extra, $108/mo 37 extra, $111/mo 38 extra, $114/mo 39 extra, $117/mo 40 extra, $120/mo 41 extra, $123/mo 42 extra, $126/mo 43 extra, $129/mo 44 extra, $132/mo 45 extra, $135/mo 46 extra, $138/mo 47 extra, $141/mo 48 extra, $144/mo 49 extra, $147/mo 50 extra, $150/mo 51 extra, $153/mo 52 extra, $156/mo 53 extra, $159/mo 54 extra, $162/mo 55 extra, $165/mo 56 extra, $168/mo 57 extra, $171/mo 58 extra, $174/mo 59 extra, $177/mo 60 extra, $180/mo 61 extra, $183/mo 62 extra, $186/mo 63 extra, $189/mo 64 extra, $192/mo 65 extra, $195/mo 66 extra, $198/mo 67 extra, $201/mo 68 extra, $204/mo 69 extra, $207/mo 70 extra, $210/mo 71 extra, $213/mo 72 extra, $216/mo 73 extra, $219/mo 74 extra, $222/mo 75 extra, $225/mo

Add vendors, first month

Monthly desk and extra vendors: this checkout pays the first month. Later months are invoiced before each month starts. There is no automatic card charge. Month to month; cancel before the next billing date.

Questions: agent-jeremy+coi@mail.grokbot.com