Managing certificates of insurance (COIs) across construction projects gets complicated when the same subcontractor or vendor works on multiple jobs. Billy is a construction compliance platform that helps general contractors collect, review, track, and report on certificates of insurance and other vendor compliance documents. Billy supports both project-level and directory-level COI tracking, so your team can manage insurance requirements at whichever level makes sense for the vendor relationship.
Billy's compliance reports now include directory-level data, so a single export shows insurance tracked on projects and insurance tracked centrally against the vendor.
What is COI tracking?
COI tracking is the process of collecting certificates of insurance from vendors and subcontractors, verifying that the coverage meets contractual requirements, monitoring expiration dates, and following up when coverage is missing or no longer compliant.
For construction companies, effective COI tracking usually includes:
Collecting certificates of insurance from vendors and subcontractors
Reviewing coverage against project requirements
Tracking policy expiration dates
Identifying missing or non-compliant coverage
Monitoring general liability and workers' compensation insurance
Managing additional insured and endorsement requirements
Tracking insurance requirements across multiple projects
Reporting on vendor insurance compliance
Automating vendor follow-up and document collection
Billy is built around these construction workflows rather than treating COIs as generic documents. Learn more about Billy's certificate of insurance tracking software.
Project-level vs. directory-level COI tracking
Construction companies generally have two different kinds of insurance requirements.
Project-level tracking applies when a vendor's insurance requirements are specific to a particular project, contract, certificate holder, additional insured, or set of endorsements.
Directory-level tracking applies when an insurance requirement should follow the vendor across every project they work on.
For example, a general contractor may work with the same subcontractor on 10 projects. If the same insurance requirement applies to that vendor relationship everywhere, the contractor can track it once at the directory level instead of maintaining identical requirements on all 10 projects.
Billy supports both approaches, so compliance teams can keep centralized vendor insurance requirements while still handling project-specific requirements when a contract calls for them. For setup details, see Company-Level Compliance Tracking, Directory, and Adding & Editing Insurance Requirements.
Directory-level data in Billy's COI reports
Billy's COI tracking reports now include directory-level data across key compliance workflows. Reports are downloaded from the bottom of the Dashboard, and each one exports as a csv. For the full catalog, see Compliance Reports in Billy: A Complete Guide to All 13 Dashboard Reports.
Vendor Policies Expiring Soon
Identify certificates and policies approaching expiration across both project-level and directory-level requirements. Previously this report only surfaced policies tied to a project. Directory-tracked policies now appear alongside them, so nothing expires quietly in the background because it lives on the vendor record instead of a job.
Monthly Usage
Understand COI review and compliance activity across your vendor directory as well as your projects, giving a complete picture of account activity for the previous month.
General Liability Audit
Review general liability coverage across every vendor, including GL policies tracked at the directory level.
When the same policy is tracked at both the contract level and the directory level, Billy collapses it to a single policy line instead of listing it twice. Your audit export reflects one row per policy, so totals are not inflated by duplicate records.
Workers Comp Audit
Review workers' compensation coverage across vendors, including WC policies tracked at the directory level.
As with the General Liability Audit, a policy tracked at both the contract and directory level is collapsed into a single line rather than duplicated.
Monthly Review (Review Activity)
See insurance review activity across both project-level and directory-level requirements. Reviews performed against directory-tracked insurance now appear in the audit log alongside project reviews, so the report is a complete record of who reviewed what.
How to read the new rows and columns
Project Name and Project Number columns show "Directory." Directory-level records are not tied to a project, so these columns display Directory instead of a project name or number.
A tracking level column identifies each row. Where applicable, reports indicate whether the requirement is tracked at the Project or Directory level, so you can filter or pivot the csv by tracking level.
Policies are not double counted. In the General Liability Audit and Workers Comp Audit reports, a policy tracked at both the contract and directory level appears once.
Because these are csv exports, you can sort or filter on the tracking level column in Excel or Google Sheets to isolate directory-only records. See Exporting Compliance Data from Billy for every export option available.
Why construction companies use Billy for COI tracking
Billy combines COI tracking, certificate of insurance management, vendor compliance, document collection, and reporting in a platform designed specifically for construction. Instead of maintaining insurance information across spreadsheets, email threads, shared folders, and disconnected systems, construction teams can run one centralized compliance workflow.
Billy helps teams:
Reduce manual COI tracking
Identify expiring insurance before it becomes a compliance issue
Manage insurance requirements across multiple projects
Track vendors and subcontractors centrally in the Directory
Automate document collection and vendor follow-up
Review certificates against requirements, with help from the AI Review Assistant
Maintain audit-ready compliance records
Connect compliance workflows with construction management and ERP systems through Billy's integrations, including Procore, Autodesk, CMiC, Sage, Viewpoint Vista, and Acumatica
Who is Billy for?
Billy is particularly useful for:
General contractors
Construction managers
Commercial contractors
Specialty contractors
Construction risk and compliance teams
Vendor compliance teams
Accounts payable and procurement teams managing vendor requirements
It is especially valuable for companies managing hundreds or thousands of subcontractors and vendors across multiple construction projects. See how Billy works for general contractors and for subcontractors.
Looking for COI tracking software?
When evaluating certificate of insurance tracking software for construction, look for a platform that does more than store PDF certificates. A strong COI tracking solution should support:
Automated COI collection
Insurance requirement tracking
Expiration monitoring
Coverage and compliance review
Vendor and subcontractor management
Project-specific requirements
Centralized, directory-level vendor requirements
Audit and compliance reporting
Integration with construction management and ERP systems
Billy combines these capabilities in a construction-specific compliance platform. Learn more about Billy's COI tracking and insurance compliance platform or request a demo.
Frequently Asked Questions
What is directory-level COI tracking?
Directory-level COI tracking means an insurance requirement is tracked against the vendor record itself rather than a single project, so the same requirement follows that vendor across every job they work on.
Which Billy reports include directory-level data?
Vendor Policies Expiring Soon, Monthly Usage, General Liability Audit, Workers Comp Audit, and Monthly Review all include directory-level records. The Directory Non Compliant report covers non-compliant items tracked in the Directory.
Why does my report show "Directory" instead of a project name?
That row is a directory-level record. Because it is not tied to a specific project, the Project Name and Project Number columns display Directory.
Will a policy tracked at both the project and directory level appear twice?
No. In the General Liability Audit and Workers Comp Audit reports, a policy tracked at both the contract and directory level is collapsed into a single policy line.
Can I tell which rows are project-level and which are directory-level?
Yes. Where applicable, the report includes a column identifying the tracking level as Project or Directory. You can sort or filter the csv on that column.
Can Billy track the same subcontractor across multiple projects?
Yes. Track the shared insurance requirement once at the directory level, and add project-level requirements only where a specific contract, certificate holder, additional insured, or endorsement differs.
How do I download these reports?
Scroll to the bottom of the Dashboard and click Download next to the report you need. Each report exports as a csv you can open in Excel or Google Sheets.
If you have questions about directory-level COI tracking or any of these reports, use the in-app chat to reach out to our team!