COI
Certificates of insurance
Keep each subcontractor’s COI on its private record. Rookbeam can extract dates, policy numbers, and coverage limits for a person to review.
ROOKBEAM FOR U.S. GENERAL CONTRACTORS
COI tracking for general contractors.
Track subcontractor certificates of insurance (COIs), licenses, and W-9s in one private workspace. Review extracted COI details, see which records need attention, and share a status view. Your team remains responsible for insurance and compliance decisions.
Document tracking supports your team’s review. It is not an insurance or compliance determination.
THREE DOCUMENTS, ONE SUBCONTRACTOR RECORD
Keep the paperwork your team checks in one place.
Track a certificate of insurance (COI), a trade or business license, and a W-9 on the subcontractor’s private record.
LICENSE
Trade and business licenses
Save a license with the subcontractor record and track its entered expiration date against your workspace timing settings.
W-9
W-9 forms
Track whether a W-9 is on file or missing. The form contents stay private when you share a status view.
Extracted COI values are suggestions. A workspace member reviews and can correct them before saving; extraction does not verify insurance or determine whether coverage is active or adequate.
ATTENTION STATUSES
See what may need a closer look.
Statuses reflect the saved record and your workspace timing settings. Dated COIs and licenses can show current, due, or expired; a W-9 is tracked as on file or missing.
Missing
No document is saved for that record.
Review needed
A person still needs to review extracted COI details.
Due
A saved expiration date is within the workspace window.
Expired
The saved expiration date has passed.
SHARE STATUS. KEEP DOCUMENTS PRIVATE.
Give others a read-only status view.
A shared page helps someone check saved document status without opening your private workspace.
What a shared page shows
It can show COI status and its reviewed expiration date, plus whether a license or W-9 is on file or missing.
The status view is read-only and never displays stored files, file links, or W-9 contents. A share link can also accept a document submission for private workspace review; submitted files are not displayed.
Copy a reminder to send yourself
Rookbeam prepares reminder text from the selected status and your saved template. Copy it, then send it through your usual channel.
Copying text does not send a message. Rookbeam does not email reminders automatically.
COMMON QUESTIONS
COI and subcontractor document tracking, explained.
Does Rookbeam decide whether a COI provides enough coverage?
No. Extracted COI details need human review and are not a coverage determination or confirmation of active or adequate insurance.
Can a shared subcontractor page show the original documents?
No. Sharing is a read-only status view. It does not expose document files, file links, or W-9 contents.
Will Rookbeam email subcontractors when a document is due?
No. Rookbeam provides copyable reminder text. Your team copies it and sends the reminder manually; no email is sent automatically.
ROOKBEAM FOR GENERAL CONTRACTORS