COI tracking software pricing: a 2026 buyer's guide
Most certificate of insurance tracking tools don't publish prices, which makes budgeting hard. This guide explains the common pricing models, lists what each well-known tool actually publishes, and shows worked costs for 25, 100 and 500 vendors.
By Abdul Moeed, Founder & CEO · Updated
The four common pricing models
| Model | How it works | Watch out for |
|---|---|---|
| Flat tiers | A monthly or annual price for up to a set number of vendors | Jumping a tier when you add a few vendors |
| Per vendor / per record | A price for each vendor (or tenant, or project) tracked per year | Inactive vendors still counting toward the bill |
| Quote-based | Price set by sales after a demo | Hard to compare; renewals can rise |
| Vendor-pays | Your vendors pay a fee to upload or join a network | Slower responses and pushback from subs |
What well-known tools publish
Checked on each company's public website on the date shown at the top of this page.
| Tool | Published pricing |
|---|---|
| myCertGate | Yes — see live plans below and on our pricing page |
| SubDoc | Yes — free up to 3 vendors; Pro $20/mo up to 100; Advanced $49/mo unlimited |
| TrustLayer | Free Starter up to 50 vendors; paid prices not listed |
| Jones | Per record per year; quote via sales |
| myCOI (now illumend) | Not listed; demo via sales |
| Billy | Not listed; demo via sales |
Is a spreadsheet good enough?
For a handful of vendors, a spreadsheet works. It starts to break when certificates renew at different times, endorsements need checking and several people share the file. Our free spreadsheet template is a good starting point, and it's easy to move to software later.
myCertGate's current plans
Pulled live from our plan catalog, so this always matches the pricing page.
| Plan | Price | Vendors | AI reads / mo |
|---|---|---|---|
| Trial | Free for 14 days | 10 | 20 |
| Micro | $49 per month, or $490 per year | 15 | 30 |
| Starter | $199 per month, or $1,999 per year | 50 | 75 |
| Pro | $399 per month, or $3,990 per year | 250 | 500 |
| Enterprise | Custom pricing (contact sales) | 2,500 | 2,500 |
Worked examples: annual cost by vendor count
Using standard published rates only. Quote-based tools are left out because their prices aren't public.
| Vendors | myCertGate | SubDoc |
|---|---|---|
| 25 | $1,999/yr (Starter) | $240/yr (Pro) |
| 100 | $3,990/yr (Pro) | $240/yr (Pro) |
| 500 | Custom (Enterprise) | $588/yr (Advanced) |
Feature sets differ: myCertGate plans include payment holds and lien waivers; compare features, not just price.
Stop chasing certificates by hand
myCertGate reads every COI, tracks every renewal and holds payment until insurance, lien waiver and W-9 all pass.
Related reading
General information only — not legal or insurance advice. Confirm requirements with your broker or attorney.