ProjectSight is where your project team lives. Contracts, drawings, RFIs, submittals, and cost all sit there. Certificates of insurance usually do not. They sit in an inbox, a shared drive, a spreadsheet, or a separate compliance folder that only one person understands.
That split is why COI tracking breaks. This guide covers the manual workflow most general contractors run today, the four points where it fails, and what a connected workflow looks like instead.
Does ProjectSight track certificates of insurance?
No. ProjectSight is a construction project management platform. It manages documents, drawings, RFIs, submittals, and cost. It does not verify coverage against your insurance requirements, monitor expiration dates, chase vendors for renewals, or check whether the endorsements your subcontract requires are actually attached.
You can store a certificate PDF against a vendor record. Storing is not tracking. Tracking means somebody or something knows, today, whether every vendor on every active project meets the requirements in their contract.
The manual workflow, and where it breaks
Almost every contractor running COIs alongside ProjectSight follows some version of this.
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Pull the requirement out of the subcontract
Someone reads the insurance exhibit and notes the limits, additional insured language, and required endorsement forms.
Where it breaks: the requirement lives in one person’s head or a one-off email. Project-specific limits on owner-driven work get missed because the standard subcontract was assumed.
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Email the subcontractor for their certificate
The sub forwards the request to their broker. The broker issues an ACORD 25 and emails it back, sometimes to the wrong person.
Where it breaks: no response. The follow-up is a calendar reminder somebody sets, or does not.
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Review the certificate by hand
Open the PDF, read the limits, check the dates, look for additional insured status, compare against the requirement.
Where it breaks: the ACORD 25 states on its face that it confers no rights. It shows no exclusions, no edition dates, and no schedule of named additional insureds. A vendor can hold a clean certificate on a policy that excludes the exact work they are performing.
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File it and log the expiration date
The PDF goes to a shared drive. The expiration date goes into a spreadsheet, and the vendor is marked compliant in ProjectSight.
Where it breaks: the spreadsheet is only as good as the last person to update it. Policies also cancel mid-term, most often for nonpayment, and that notice rarely reaches the team still cutting checks.
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Repeat for every vendor, every project, every year
A vendor on six projects has six sets of requirements and one policy that renews annually.
Where it breaks: at scale it stops being a process and becomes a person. When that person is on leave, compliance stops.
What good COI tracking actually requires
Whatever tooling you use, a workflow that holds up under a claim has five properties.
- Requirements are written down per project. Not a single company standard applied to everyone, because owner and lender driven work routinely demands higher limits.
- Intake does not depend on email. Vendors need one place to submit, and follow-up has to happen without someone remembering.
- Verification checks endorsements, not just the certificate. The certificate is a receipt. The endorsement is the risk transfer.
- Expirations are monitored continuously. Including mid-term cancellation, not just the date printed on the last certificate you received.
- There is an audit trail. When a claim lands two years after closeout, you need to show what was in force, when, and who verified it.
Why the endorsement matters more than the certificate
Two forms do most of the work in construction, and neither of them appears in any meaningful detail on an ACORD 25.
CG 20 37
Additional insured, completed operations. Responds after the work is finished. Most defect claims arrive years later, when this is the only form that answers.
CG 20 01
Primary and noncontributory. Stops the subcontractor’s carrier from demanding contribution from your policy before it pays.
Edition dates matter too. Current additional insured wording generally does not reach your own sole negligence, where older wording often did. If your subcontract accepts “or equivalent form,” you may be receiving considerably less transfer than you think.
How to automate it alongside ProjectSight
Billy connects to Trimble ProjectSight, checks connected projects hourly, and creates new contracts as tracked vendor records. Compliance starts automatically instead of when someone remembers to open a spreadsheet.
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Connect ProjectSight
Authorize the integration in Settings, Connected Apps, and choose the projects Billy should watch.
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Set requirements per project
Coverage, limits, additional insured language, and endorsement forms by number, defined for each project rather than once for the whole company.
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Let Billy collect
Vendors get a secure link and drag the document in. No account, no portal fee, and automated follow-up on anything outstanding.
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Review the exceptions
The AI Review Assistant extracts carriers, policy numbers, dates, limits, and additional insured status, then points your reviewer at the section to verify. Your team makes the decision.
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Monitor continuously
Expirations, renewals, and compliance status across every project a vendor touches, with an audit trail that outlives the job.
Frequently asked questions
Can I store COIs directly in ProjectSight?
You can attach documents to vendor records, but storing a PDF is not tracking. ProjectSight does not verify coverage against your requirements, monitor expirations, or chase renewals.
How do I track COI expiration dates for ProjectSight projects?
Manually, this means a spreadsheet of expiration dates maintained by hand. Automated, a compliance platform connected to ProjectSight monitors policy dates continuously and flags what is expiring before it lapses.
What is the difference between a certificate and an endorsement?
The certificate is evidence that a policy exists. The endorsement is the document that actually transfers risk to you, by naming you as an additional insured or making coverage primary and noncontributory. A clean certificate can sit on a policy that excludes the work being performed.
Which COI tracking software works with ProjectSight?
As of August 2026, Billy is the only COI tracking platform with a publicly documented ProjectSight integration. See our sourced comparison of ProjectSight integrations.
How much does automated COI tracking cost?
Billy plans start at $1,000 a year and scale with the size of your operation. Subcontractors are never charged to submit documents.
Stop tracking certificates in a spreadsheet
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