Expiration and renewal tracking
Catch expiring coverage before it becomes a gap.
Automate the reminder work while keeping every replacement certificate subject to the same careful review.
Free to use · Provided by WithCoverage · Setup in under 5 minutes
Reminder sent
30 days outProject owner notified
7 days outCoverage marked expired
Expiration dayRenewal checked
Renewal landsApproved file reused
Next project
No renewal spreadsheet or separate calendar to maintain.
- Policy-level expiration dates
- Scheduled reminders before and after expiration
- Replacement documents checked against existing rules
In short
COI expiration tracking records the policy dates on each required coverage, warns the responsible parties before the earliest expiration, and requests replacement evidence. A renewal should be reviewed against the same requirements as the original submission because limits, carriers, forms, and endorsements can change.
01
Track the policy, not only the file
One certificate can list several policies with different expiration dates. Checkmate keeps the relevant dates with the extracted policy information so the earliest required expiration is visible.
The project, building, and company views update when required evidence expires.
02
Make follow-up consistent
Scheduled reminders reduce the chance that a renewal depends on one person's calendar. Submitters return to the same secure workspace to upload the replacement.
- Notify before coverage expires
- Continue follow-up when evidence is overdue
- Show exactly which policy or document needs replacement
- Keep the earlier submission for history
03
Review every replacement
A new date does not mean the renewal meets every requirement. The carrier, limits, coverage lines, or endorsement wording may have changed.
Checkmate runs the replacement against the current requirement set and presents the new findings for human approval.
Questions teams ask
When should COI renewal reminders begin?
The right schedule depends on your operating process and agreements. Use enough lead time for the vendor and agent to provide and correct replacement documents before expiration.
Does a renewed COI need another review?
Yes. Review the replacement against the current requirements because policy details and supporting endorsements can change.
Does Checkmate keep expired certificates?
Yes. Prior documents and decisions remain part of the company and relationship history while current status uses the latest applicable evidence.
Related workflows
Sources: ACORD Forms, ACORD