COI Tracking in Procore: The FASTEST Way to Automate It

Tracking Certificates of Insurance (COIs) manually inside Procore is one of the most time-consuming tasks for project engineers, project admins, compliance teams, and risk managers. Every subcontractor brings different coverage, different brokers, different endorsements and every COI needs to match your project’s requirements perfectly.

But here’s the truth:

Procore wasn’t built to automatically review COIs, check endorsements, or manage vendor corrections.
That’s the missing piece, and where automation creates massive time savings.

In this guide, you’ll learn the fastest, most accurate, and most scalable way to automate COI tracking in Procore using Billy’s COI automation engine and AI Review Assistant.

Why COI Tracking in Procore Is Hard to Do Manually

Even with Procore’s powerful project management tools, COI tracking still requires:

• Manually logging vendor insurance statuses
• Opening every COI PDF
• Checking coverage limits
• Verifying Additional Insured language
• Confirming endorsements (CG 20 10, CG 20 37, PNC, Waiver of Subrogation, etc.)
• Emailing vendors about missing items
• Re-reviewing corrected COIs
• Updating spreadsheets and Procore statuses

This costs teams dozens of hours per month, creates delays in subcontractor onboarding, and exposes projects to risk if COIs slip through with errors.

The solution is simple:

Automate COI tracking before it even enters Procore and sync the results automatically.

How COI Automation Works with Procore

Billy’s Procore integration removes 90% of manual COI work by automating:

• Vendor onboarding
• COI collection
• AI-powered review
• Missing endorsement detection
• Automated vendor correction workflows
• Compliance status syncing back into Procore

	Export Data	Import Data
Company Portfolio Active Projects			Company Portfolio Active Projects
Project Directory Vendor Insurance Tab			Directory Vendors Insurance
Project Commitments (Contracts) Commitments/Purchase Orders			Project Vendors
Project Directory Vendors Insurance Tab			Project Insurance Coverage
ProcorePay Compliance			Project and Vendor Compliance Custom Compliances COI, W9, Business Licenses, Warranty Letters, etc

Here’s the workflow most GCs now use:

Step 1: Vendors Upload COIs Through Billy (No Login Required)

Instead of emailing your team PDFs or uploading files into Procore manually, vendors receive a secure link from Billy.

They simply drag and drop the COI.

Billy handles:

• File intake
• Normalizing formats
• Preparing it for AI review

This alone eliminates half the administrative burden.

Step 2: Billy’s AI Reviews the COI Instantly

The AI Review Assistant:

• Reads the entire COI
• Extracts all policy information
• Detects endorsements
• Evaluates coverage
• Compares it against your exact insurance requirements

Then AI flags:

• Missing endorsements
• Insufficient limits
• Wrong Additional Insured wording
• Expired policies
• Gaps in Umbrella coverage
• Workers Comp issues
• And more

No human needs to open the COI first.

Step 3: Billy Sends Vendors Clear Correction Instructions

Instead of your team writing long insurance explanations, Billy does it automatically.

Vendors see:

• What’s missing
• Why it matters
• What endorsement or coverage is required
• What to request from their broker

This has now been proven to reduce vendor back-and-forth by 70%+ on construction companies that have adopted Billy.

Step 4: Once Compliant, Billy Syncs the Status Directly into Procore

When Billy approves a COI as Compliant, the status syncs directly into Procore so your project team sees real-time compliance.

You can sync:

• Vendor compliance status
• Expiration dates
• Missing documents
• Insurance updates
• Project-specific COI requirements

This creates a centralized, always-accurate compliance source of truth inside Procore.

Step 5: Procore Users See a Clean, Accurate Compliance Dashboard

Inside Procore, project teams can now:

• View compliant vs noncompliant subs
• Verify which COIs are approved
• Confirm expiration statuses
• Block mobilization for noncompliant vendors
• Keep project workflows moving without delays

This eliminates manual workflows that cost time, energy, and accuracy.

Why GCs Are Moving to Billy for Procore COI Tracking

1. It’s the only solution built specifically for COI automation

Not generic document storage. Real compliance intelligence.

2. AI eliminates manual COI review

Humans no longer do line-by-line review. AI checks every detail in seconds.

3. Vendors fix their own mistakes

Your team stops chasing subs. Billy handles corrections.

4. Compliance errors drop dramatically

Because AI catches things humans miss.

5. Procore stays 100% up-to-date

No more outdated insurance statuses.
No more “Is this vendor compliant yet?”

What This Means for Your Project Teams

When COI tracking is automated:

Your project engineers…
→ Stop reviewing COIs manually
→ Focus on project execution

Your project coordinators…
→ Stop chasing vendors
→ Get faster document turnaround

Your risk managers…
→ Get consistent insurance enforcement
→ Reduce exposure across every project

Your executives…
→ Get better project protection
→ See lower liability and faster mobilization

And your subcontractors and their insurance brokers…
→ Get clearer instructions
→ Reduce friction at onboarding

How Much Time You Save by Automating COI Tracking in Procore

Most GCs report:

• 60–90% reduction in manual COI review
• 3x faster vendor onboarding
• Far fewer email threads and correction cycles
• Fewer blocked mobilizations
• Higher accuracy in insurance compliance

For teams reviewing dozens—or hundreds—of COIs per year, this is a massive operational improvement.

Does This Replace Brokers? No. It Makes Them Faster.

Billy automates:

• Review
• Extraction
• Compliance checks
• Vendor instructions

Brokers still guide clients, handle renewals, and ensure coverage is appropriate.

This is automation with humans still in control.

Want to Automate COI Tracking in Procore?

If you want to see how Billy reviews a COI in seconds and automatically updates compliance in Procore, request a demo: