How COIPilot works

Seven steps, of which you perform two. Here is exactly what happens to a certificate between your subcontractor's inbox and your dashboard.

1. 01

   Define what you require

   Set limits per coverage line — general liability, auto, workers' compensation, umbrella — and tick the endorsements your contracts demand: additional insured, waiver of subrogation, primary and non-contributory. A new account starts with a standard subcontractor template you can edit rather than a blank page.

2. 02

   Add your vendors

   Each vendor gets a private, unguessable upload link. If you record their insurance agent's email, the request goes straight there — agents produce certificates faster than subcontractors do, because it is their job.

3. 03

   They upload without an account

   The link opens a page that states your requirements in plain English and accepts a PDF, PNG or JPEG. No signup, no password, no portal invitation. Requiring an account is the single biggest reason certificates never arrive.

4. 04

   The certificate is read

   Claude transcribes the certificate: every coverage line, carrier, policy number, effective and expiration date, each dollar limit, and critically the ADDL INSD and SUBR WVD checkbox columns plus any endorsement wording in the description of operations. Scanned and photographed certificates are handled the same way.

5. 05

   A rules engine decides

   The model reads; it does not judge. Your requirements are compared to the extracted policy by deterministic code, so the same certificate always produces the same verdict, and every deficiency traces back to the specific rule it failed. That reproducibility is what makes the result defensible.

6. 06

   Everyone is told what to do

   If the certificate is short, the vendor and their agent receive the precise list of corrections — not a generic rejection. You see the same list on the vendor's page. If it passes, nobody is bothered until renewal season.

7. 07

   Renewals chase themselves

   Reminders fire at 45, 30, 15, 7 and 1 days before expiry, and again the day coverage lapses. Only about a fifth of carriers notify a certificate holder when a policy is cancelled, so this is the part that quietly prevents the six-figure surprise.