COITrack automatically collects, verifies, and tracks Certificates of Insurance for your entire vendor, tenant, and contractor portfolio — powered by AI and AWS Textract.
COITrack handles the entire COI lifecycle end-to-end. Here's exactly what happens when a vendor sends you a certificate.
01
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Connect your Outlook inbox
Link your Microsoft Outlook account once. COITrack scans your inbox automatically every 20 minutes — no forwarding rules, no manual uploads, no extra steps required.
Works with personal Microsoft accounts and Microsoft 365. The connection uses OAuth so your password is never stored.
02
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AWS Textract reads the document
Every PDF attachment that looks like a COI is sent to AWS Textract — Amazon's OCR service built for structured documents. It extracts every field, form value, and table from the certificate, even from scanned or photographed copies.
Textract handles poor scan quality, rotated documents, and handwritten fields. It's purpose-built for ACORD forms — the standard format most COIs use.
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AI interprets the extracted data
The raw text from Textract is passed to Claude AI, which interprets it into structured compliance data: insured name, coverage types (GL, WC, Auto, Umbrella, etc.), policy limits, expiry dates, and policy numbers.
Claude understands insurance terminology — it correctly identifies coverages even when described in non-standard language or abbreviations.
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Matched to the right vendor
COITrack compares the extracted insured name to your compliance pipeline using fuzzy matching — so "Acme Plumbing LLC" still matches "Acme Plumbing" or "ACME PLUMBING SERVICES". If no match is found, you're notified to assign it manually.
Match score and confidence level are logged on every document so you have a complete audit trail.
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Compliance status updates automatically
Coverage data is applied to the vendor's instance in your pipeline. Expiry dates trigger alerts before policies lapse. Status shifts from Missing to Compliant the moment a valid COI arrives. You don't touch anything.
Every change is logged with timestamp, extraction method, match score, and confidence rating.
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Automated reminders keep vendors on track
When policies approach expiry, COITrack sends reminder emails through your connected Outlook account on a schedule you control. Choose between Draft mode (review before sending) or Auto-send.
Every vendor also has a permanent upload link they can use to submit a new COI at any time — no login required.