Subcontractor Insurance Certificate Expiry Tracker & Alerts — COI / Certificate of Currency

Track subcontractor insurance certificate expiry dates across your whole panel in one run. Feed in your certificate register — Public Liability, Workers Compensation, Professional Indemnity and more — and get back a status per certificate, days until expiry, and a prioritised alert list with expired cover first.

Built for construction insurance brokers, head contractors, WHS managers and procurement teams who currently track expiries in spreadsheets and find out about lapsed cover after the uninsured work has already happened.

This is the check that moves upstream of the claim: a lapse is caught weeks before it becomes an uninsured loss or a liability gap — not discovered at claim time, when a certificate turns out to have expired months ago. The cheapest place to find a lapsed certificate is before the work happens, not in the claim file.

US teams know this job as COI tracking - certificates of insurance; the same documents are certificates of currency in Australia. This tool tracks both; only the name changes.

What does the Certificate Expiry Tracker do?

• Flags every certificate as VALID, EXPIRING_SOON, EXPIRED, or UNKNOWN (unparseable/missing date)
• Calculates days until expiry — negative numbers mean the cover has already lapsed
• Builds a prioritised alert list — expired certificates first, then soonest-to-expire
• Summarises panel health — counts per status at a glance
• Parses the date formats certificates actually use: YYYY-MM-DD, DD/MM/YYYY, DD-MM-YYYY, MM/DD/YYYY, 12 Mar 2026, 12 March 2026
• Configurable alert window (default 60 days — typical renewal lead time)
• What-if analysis — set a reference_date to see next month's panel today

New in v0.2 — optional per-subcontractor verdict, SWMS currency & shareable pack

All additive and opt-in. Send the same input you always have and the output is exactly the same — these turn on only when you ask for them:

• Combined per-subcontractor verdict (include_subcontractor_verdict: true, or automatically when you supply SWMS dates): one PASS / ADVISORY / FAIL per subcontractor, rolled up over their certificate expiry plus (if supplied) SWMS currency, with plain-English action items. FAIL on any expired certificate or an overdue SWMS; ADVISORY on expiring-soon or unclear; PASS when everything supplied is current.
• SWMS currency check (swms_records): supply each subcontractor's SWMS (Safe Work Method Statement) last-review date; the tool flags SWMS_OVERDUE / SWMS_CURRENT. Set swms_max_age_days to your principal's or jurisdiction's requirement — the 365-day default is only a starting point, not advice. Subcontractors with no SWMS date supplied are left neutral (SWMS_NOT_PROVIDED), never penalised.
• Shareable compliance pack (include_compliance_pack: true): a per-subcontractor report card — verdict plus action items — you can forward to the subcontractor, principal, or insurer. Based solely on the data you supply.

Still supplied-data only: no portal scraping, no licence-register lookup, no login on your behalf — the same deterministic, offline processing.

Version note (v0.2): the input schema gains four optional fields (swms_records, swms_max_age_days, include_subcontractor_verdict, include_compliance_pack). All default off; existing integrations that send only certificates are unchanged and produce identical output.

How do I track certificate expiries with it?

1. Paste your certificate records into the input (JSON — export from your register or spreadsheet).
2. Optionally set alert_days (how far ahead to warn) and reference_date.
3. Run. Each certificate comes back as one dataset row; the summary and alert list land in the run's SUMMARY key-value record.

Input example

{
  "certificates": [
    {"subcontractor": "Smith Electrical", "certificate_type": "PL",
     "expiry_date": "2026-08-01", "insurer": "CGU", "policy_number": "CGU-001"},
    {"subcontractor": "Jones Plumbing", "certificate_type": "WC",
     "expiry_date": "15/06/2026"}
  ],
  "alert_days": 60
}

Output example (one dataset row per certificate)

{
  "subcontractor": "Smith Electrical",
  "certificate_type": "PL",
  "insurer": "CGU",
  "policy_number": "CGU-001",
  "expiry_date": "2026-08-01",
  "days_until_expiry": 18,
  "status": "EXPIRING_SOON"
}

Pricing (pay-per-event)

Event	Price
Actor start	USD $0.10 per run
Certificate checked	USD $0.085 per certificate (one dataset row each)

You pay only for what you check. A typical broker panel of ~50 certificates, checked weekly, works out to roughly USD $19/month (≈217 certificates + ~4 runs). No subscription, no unused-seat waste.

FAQ

Does it verify that the insurance cover is genuine or adequate? No. It tracks expiry dates only. VALID means "the expiry date is in the future" — it does not verify the certificate's authenticity, the insurer, or the adequacy of cover. Those checks stay with your broker or compliance team.

Does it read certificate PDFs? No — it takes structured records (the data you or your systems have already extracted). That keeps it fast, cheap, and fully offline: your data is processed in-run and never sent to any third-party service. It processes only the records you supply — extraction, never acquisition: it does not scrape portals, log in on your behalf, or pull from any interface no one offered you.

Is this an AI tool? No. It is deterministic date arithmetic — same input, same output, every time. That is a feature: expiry compliance should not depend on a model's mood.

What happens with a missing or unreadable expiry date? The certificate is flagged UNKNOWN and included in the summary so it can't silently fall through the cracks.

Support & feedback

Found an issue or need a feature (CSV export and scheduled reporting are on the roadmap — they will only be advertised once they exist)? Open an issue on this Actor's Issues tab and it will be looked at promptly.