COI Tracking Software Pricing Guide (2026)

Shopping for COI tracking software is unusually frustrating for one reason: most vendors do not publish prices. The category grew up selling to enterprises through demos and negotiated contracts, so a small GC trying to answer "what will this actually cost me?" often has to sit through a sales call just to find out the product starts at ten times their budget.

This guide compiles what is publicly knowable about pricing across the major COI tracking and certificate management tools. All figures are per public pricing pages and software listings as of August 2026 — verify current pricing with each vendor, since prices and tiers change. Where a vendor does not publish pricing, we say so and note third-party estimates as estimates.

Full disclosure: this guide is published by Subsured, which sells a COI tracking product. We have kept the comparison factual, we cite where numbers come from, and we point out where a competitor is honestly the better fit — including a free option that beats us for very small vendor lists.

The pricing landscape at a glance

The three pricing models — and what they mean for a small GC

1. Per-vendor pricing

Billy (~$3–30/vendor/yr self-published), BCS self-service ($0.95/vendor/mo), Evident ($15–25/vendor/yr), and Jones (per-record) charge by the number of vendors or certificates you track. This model scales sensibly for procurement teams tracking thousands of vendors, and it can be cheap at very low counts. The catches for a GC: some per-vendor products carry minimums (Evident's floor is around 200 vendors, which puts its practical entry price at roughly $3,000+/yr), and per-vendor billing quietly penalizes you for the thing you actually want to do — get every sub into the system, including the occasional ones.

2. Managed-service pricing

myCOI, Vertikal RMS, and BCS full-service ($10K/yr minimum) bundle software with human certificate review — their staff read incoming certificates, chase corrections, and flag deficiencies. This is a genuinely valuable service if you have complex insurance requirements and the budget for it. It is priced accordingly: entry points are typically four to five figures annually.

3. Flat or tiered subscription

Certificial (from $99/mo self-serve), PINS (~$300/mo per Capterra), SmartCompliance (~$1,000/yr per Capterra), and Subsured ($49/mo) charge a subscription. Flat pricing is easiest to budget and does not grow when your sub list does.

Honest fit guide: who should buy what

• You track fewer than 25 vendors and want free: BCS's free tier is a legitimately good option — real COI tracking at zero cost up to 25 vendors. Certificial's free tier covers up to 5 suppliers. If a free tier fits your vendor count and workflow, start there; you can always graduate later.
• You want humans reviewing every certificate for you: look at the managed services — myCOI, BCS full-service, or Vertikal RMS. You are buying labor plus software, and the four-to-five-figure price reflects that.
• You are an enterprise real-estate or construction owner with thousands of certificates: Jones and TrustLayer are built for that scale, with the integrations and procurement workflows enterprises need.
• You are a small GC with roughly 5–50 subs who wants to sign up today without a sales call: this is the gap Subsured was built for — $49/mo flat, unlimited subs, no per-vendor fees, self-serve signup with a 14-day trial. It reads COI expiration dates and additional insured / waiver of subrogation checkboxes automatically, gives your subs a no-login upload portal, keeps W-9s out of AI processing entirely, and sends renewal reminders at 60/30/15/7 days. What it is not: a managed review service, and not an enterprise procurement platform.
• You have five subs and a good spreadsheet habit: you may not need software at all yet. Our free spreadsheet template is honest about when a spreadsheet is enough and when it breaks.

Questions to ask any vendor before you buy

1. What is the all-in first-year cost including setup, onboarding, or implementation fees — not just the subscription?
2. Is there a vendor-count minimum or tier cliff? A per-vendor price sounds small until you hit a floor or jump a tier.
3. Do my subs need accounts? Every login you impose on a subcontractor lowers your document-collection rate. Portal-link uploads beat mandatory accounts for small trades.
4. Who reads the certificates — software, staff, or me? Know whether you are buying extraction, human review, or just storage, and verify AI-extracted data yourself either way.
5. How do W-9s and other sensitive documents get handled? SSN-bearing documents deserve separate storage and should not be run through third-party AI pipelines.
6. What does cancellation look like? Month-to-month with data export beats an annual contract with an auto-renew clause, all else equal.

Whatever you pick, the tool matters less than the habit: no sub starts work without a current certificate on file, and someone — or something — is watching the expiration dates. If this guide saved you a sales call or two, it did its job.

Pricing data compiled from public pricing pages and software listings (including Capterra) in August 2026. Vendors change pricing without notice — confirm directly before purchasing. Product names are trademarks of their respective owners; no endorsement is implied.