Certificates of Insurance: Why You're Drowning in Them (and How to Fix It)
COIs are most likely driving you mad.
These little snapshots of insurance coverage seem simple—but in reality, they’re a nightmare for everyone involved. Whether you're an insurance professional or just the unlucky one managing COIs as part of your job, they quickly become an overwhelming time suck.
As your business grows, the administrative load only gets heavier. And that’s not a reflection on you. It’s just the reality of a broken system.
I work with clients all the time who are buried under this. They’re spending hours chasing COIs when they should be focused on what they were actually hired to do. If that’s you, here are five practical ways to get some of your time (and sanity) back.
1. Think Like a Smart Risk Manager
You cannot eliminate every risk. That’s not the job.
The goal is to identify which risks are worth managing—and which aren't. When it comes to COIs, focus on the vendors where the potential claim dollars are significant. You don’t need to track every last certificate. Prioritize the ones that actually matter.
2. Loop in Your Broker Strategically
Your broker should be the one issuing COIs and sending them directly to the vendor or requesting party. You shouldn’t be stuck in the middle forwarding certificates and fielding follow-up emails.
Make it clear that your broker is expected to handle COI requests as part of your service agreement. That includes issuing the certificate promptly and getting it to the right place without extra steps on your end.
If they aren’t able to support you as your needs grow, it might be a good time to have a broader conversation about whether the relationship still fits where your business is headed.
3. Temper Your Expectations
It’s common to ask for every type of insurance just to play it safe—but that often slows things down and creates unnecessary roadblocks.
For example, does your cleaning crew really need to provide cyber liability coverage? Probably not. And chances are, they don’t carry it. Requests like that can stall vendor onboarding and take up valuable time for everyone involved.
Instead, take a step back and ask, “What’s the actual risk here?” Tailor your COI requests to the exposures that matter, and skip the rest. It’ll speed things up—and your inbox will thank you.
4. Reclaim Your Time
Yes, COIs are important—but they shouldn’t be the reason you're working late or falling behind on actual strategic work.
Unless you’re in insurance full-time (and most of my clients aren’t), your company didn’t hire you to spend hours managing administrative tasks that may not even help if a claim arises. Be intentional with your time. Limit the hours you spend on COIs, and don’t let them take over your role.
5. Don’t Try to Reinvent the Wheel Alone
COIs aren’t just a you problem. This is a burden across industries, and you're not the only one frustrated by it.
Find an industry group, talk to peers, or work with someone who’s built systems that actually work. That’s exactly what I do at Bruins & Co. I help business owners and operations leads simplify their COI process, cut out the noise, and focus on what’s actually worth managing.
The bottom line:
You don’t need to collect every COI under the sun to protect your business. With a little strategy, a clear process, and the right kind of support, you can take back your time and still feel confident that your risk is covered.
If COIs are eating up more of your day than they should, Bruins & Co. can help you make it manageable.
