Guides / Free tool

COI Tracking Cost Calculator

Free · No sign-up · Updated Oct 30, 2026

How much is chasing certificates of insurance really costing you? Enter how many subs and vendors you work with and how long each certificate takes, and see the yearly staff time and cost of tracking COIs in-house, side by side with a done-for-you service.

Where the time actually goes

1. Requesting. Finding the right agent, writing the request with your exact certificate holder and additional insured wording, and saving the PDF when it arrives.
2. Reviewing. Checking every limit, date, and checkbox against your contract. See how to read an ACORD 25.
3. Chasing. The reminders when a sub or agent doesn't reply, which is usually where the hours pile up.
4. Renewals. Doing it all again every time any one policy renews.

Want to keep it in-house? Use the free expiration tracker, the request letter generator, and the compliance checker.

Common questions

How is the in-house cost calculated?

Certificates per year (subs times policies, plus new jobs) multiplied by the minutes it takes to request, review, and follow up on each one, converted to hours and multiplied by your hourly cost. Change any input and the numbers update instantly.

Why count each policy separately?

General liability, workers' comp, auto, and umbrella often renew on different dates, so one sub can need several fresh certificates a year. Each renewal means another request, review, and round of follow-ups.

What doesn't the calculator include?

It leaves out the cost of a lapse that slips through, such as an uninsured claim landing on your policy, a higher premium after an audit charges you for uninsured subs, or a dispute over who pays. Those are hard to predict but often dwarf the admin time.

What does SubCover HQ do for the price?

We request certificates from your subs and their agents, review each one against your requirements, track every expiration, chase anything missing or expiring, and flag gaps like low limits or a missing additional insured endorsement. It's $99/month or $990/year, flat.

General information, not insurance or legal advice.