Subcontractor COI Tracking & Insurance Verification: Stop Coverage Gaps Before They Cost You

What insurance should I require from subcontractors?

At minimum: General Liability ($1M per occurrence / $2M aggregate), Workers Compensation (statutory limits for the state), Commercial Auto Liability ($1M combined single limit if driving on the project), and Umbrella/Excess Liability ($1M-$5M depending on project scope). For specialized trades: Professional Liability (engineers, designers), Pollution Liability (environmental), and Builder's Risk (per project).

What endorsements should be on a subcontractor COI?

(1) Additional Insured — your company and the property owner listed by name, naming you as Additional Insured on the GL policy. (2) Waiver of Subrogation — the insurer waives the right to pursue your company for damages they pay out. (3) Primary and Non-Contributory — the subcontractor's policy responds first, before yours. Missing any of these means your insurance becomes the primary in a claim — a significant cost shift.

What happens if a subcontractor's COI lapses mid-project?

Your liability exposure increases immediately. If an injury or property damage occurs while their policy is lapsed, your General Liability or Umbrella policy becomes the primary responder. This can trigger a $5K-$25K+ deductible and a premium increase at renewal. In some states, the property owner can also be named in litigation under joint liability theories.

How often should COIs be reviewed?

Best practice: 60 days before expiration, send a renewal request. 30 days: escalate to the subcontractor's insurance agent directly. 7 days: pause new work assignments until updated COI is on file. Many GCs and property managers require subcontractors to upload COIs themselves into a vendor portal — eliminating the 'I'll get to it' delay.

Can FileFlo track subcontractor COIs?

Yes. FileFlo extracts coverage amounts, expiration dates, and required endorsements from uploaded COIs automatically. Flags policies below your minimums or missing required endorsements. Auto-emails renewal reminders to the subcontractor and their agent at 60/30/7 days. Per-project COI rollup for audit purposes.