Customer COI & Insurance Requirement Tracker: Never Get Turned Away at the Gate
Track which sites demand a certificate of insurance and exactly what coverage, store the current COI, and get alerted before it expires — with a compliance lead approving every match.
A web tool where you load each site's insurance requirements and your current COIs, the tool matches required coverage types and limits against what each COI actually provides, flags gaps and upcoming expiries, a compliance lead reviews and approves each COI as meeting a site's requirements, and it exports a clean compliance matrix as CSV.
Before you start
- A Supabase account (free)
- A Vercel account (free)
- A Resend account (free)
- A CSV/sheet of your site insurance requirements and a CSV of your current COIs with expiry dates
- Scanned COI documents (PDF/image)
- Claude Code or any AI coding agent
The problem this kills
A crew shows up at a customer site at 7 a.m., and the gate guard asks for the certificate of insurance. It expired last week. Now the job is delayed, the customer is annoyed, and somebody is frantically calling the insurance broker from the parking lot. Or worse: the COI is current, but it doesn't carry the $5M umbrella the contract requires, or it's missing the additional-insured endorsement — so technically you've been in breach for months and nobody noticed.
Insurance compliance across many customer sites is a quiet, high-stakes mess. Each site (or contract) can demand different coverage types and limits. Your COIs expire on a rolling basis. The proof lives in PDF scans buried in an inbox or a shared drive. Tracking it in a spreadsheet means you find out about a gap when a crew gets turned away or a contract gets flagged in an audit. The clues are all there — the requirements, the certificates, the expiry dates — they just need to be matched and watched. You do not need to be a developer to build the thing that does that.
What you'll build
A simple internal web tool for your compliance and account-management team. You load two things: each site's insurance requirements (the coverage types and minimum limits that site or contract demands) and your current COIs (what you actually carry, with limits, expiry dates, and the scanned certificate). The tool matches each COI's coverage against what each site requires, and tells you per site: compliant, gap, or expiring soon — with a plain-English reason for any gap (e.g. "General Liability limit $1M is below the required $2M"). Upcoming expiries trigger email alerts well before the date. Your compliance lead reviews each COI and approves it as meeting the site's requirements before that site is marked compliant — the human gate. When you're done, the tool exports a clean compliance matrix CSV you can hand to a customer, an auditor, or your broker.
What's inside the Implementation Plan
The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — your current compliance process, how sites communicate their requirements, the exact coverage types and naming you use, your typical and peak number of sites and certificates, your approval rules, and the messy edge cases (multi-site master contracts, additional-insured endorsements, waivers of subrogation, per-project policies). It reads a short spec back to you for a thumbs-up, then builds the tool around your answers instead of a generic template. From there it walks the agent through the data model, the requirement and COI imports, the document storage, the coverage-matching engine, the expiry-alert scheduler, the compliance-lead approval gate, and the compliance-matrix export. Every step ends with a ready-to-copy prompt.
The governance it includes (this is the point)
This isn't a toy. The plan builds in the controls a real compliance function needs: login so only your team can use it, row-level security so people only see their own organization's sites and certificates, a complete audit trail of every match, approval, and override (who, what, when, and why), a hard human-approval gate so no site is marked compliant until your compliance lead signs off on the COI match, and duplicate guards so the same site-plus-COI pairing can't be processed twice. The whole tool exists to make a careful human decision easy — the AI drafts the match and the gap, a person confirms compliance.
Who it's for
Compliance leads, contract administrators, and account managers in field service, construction, facilities, and trades who manage insurance requirements across many customer sites and are tired of finding out about a gap when a crew gets stopped at the gate. If you can describe what "compliant" means for one of your sites, you can build this.
You've got this — open the plan, paste the first prompt, and you'll be matching your first real site requirements against your COIs this afternoon.