How to evaluate COI tracking software
DueFiles
Last reviewed 2026-09-23
Evaluate the operation, not a ranking. This note does not name a best product of 2026. It lists the questions that show whether a vendor file can be reviewed. Comparisons are separate pages for products whose public sites we could read.
Requirements vary by property and trade
A landscaper, a roofer, and a janitorial vendor do not share one standard. Ask whether the product can hold a different requirement for each, including the entities and the forms. A single expiration date on a vendor card does not answer that.
Submission without an account
The vendor or broker has to be able to send the packet without creating an account in your tool. DueFiles uses an upload link tied to the vendor file. Ask any other product how the document actually arrives, and read the answer on that product's site before you repeat it.
Endorsement forms named explicitly
CG 20 10 and CG 20 37 are different forms. A waiver checkbox is not CG 24 04. Ask whether missing forms are named in the request the broker sees. A pass or fail flag with no form number is hard to cure.
Uncertain extraction stays visible
An unreadable upload should be an error. A field the tool is unsure about should stay visible for a person. A guessed certificate is worse than a gap. Ask to see a bad scan, not only a clean sample.
A person records the decision and any exception
Some products include a managed reviewer who decides for the customer. DueFiles leaves the decision with the customer's reviewer. The reviewer approves the file, rejects an extraction, or records an exception. Know which model you are buying before you compare price.
Renewals stay on the same file
The next policy term should land on the same vendor record as the last decision. Otherwise the completed-operations requirement you configured last year disappears behind a new PDF. Ask where the renewal request is sent from.
Price is published and follows the roster
DueFiles publishes the roster prices: Free is $0 for up to 10 vendors, Starter is $39 a month for up to 50, Pro is $99 for up to 200, and Business is $249 for up to 750. Enterprise is scoped. Read pricing before you repeat another product's price. If their page does not show a number, do not invent one.
This is an operations summary for people collecting vendor files. The policy, the endorsement schedule, and your contract control. It is not legal advice.