Automating Additional Insured Certificate Requests: Reducing Manual Work with AI for Certificate Coordinators in General Liability & Construction and Commercial Auto

Certificate of Insurance (COI) work has become one of the most time‑consuming, error‑prone bottlenecks inside insurance operations. For every project start, vendor onboarding, subcontractor agreement, or lease, a Certificate Coordinator must comb through contracts, endorsement schedules, and policy language to confirm additional insured (AI) status, primary and noncontributory requirements, waiver of subrogation, notice of cancellation, and per‑project aggregates—all before generating an accurate ACORD 25. The stakes are high: one missed clause can derail a job start, trigger costly back‑and‑forth with brokers and insureds, or leave an organization exposed to uninsured risk.

Nomad Data’s Doc Chat changes the game for COI issuance and AI verification. Doc Chat is a suite of purpose‑built, AI‑powered agents that reads contracts, insurance exhibits, policies, and endorsements—at scale—and then answers precise questions, generates checklists, and auto‑populates certificate fields. From extracting Additional Insured Endorsements (CG 20 10, CG 20 37) to validating primary and noncontributory and waiver of subrogation requirements across General Liability & Construction and Commercial Auto policies, Doc Chat trims days of manual work to minutes, so Certificate Coordinators can issue compliant certificates quickly and confidently. Learn more about the product here: Doc Chat for Insurance.

Why COIs Are So Hard: The Certificate Coordinator’s Reality in Construction and Commercial Auto

In project‑driven industries like construction and field services, COI volume spikes with every new subcontractor, vendor, or site mobilization. Coordinators must translate insurance exhibit language into exact coverage requirements, reconcile those with the insured’s policies, and ensure the certificate matches the contractually required wording. The nuance intensifies in General Liability & Construction and Commercial Auto because AI and related risk transfer conditions are spread across multiple endorsements with edition‑specific language.

Typical pitfalls include:

• Confirming Additional Insured status for both ongoing operations and completed operations—often requiring the pairing of CG 20 10 (ongoing) with CG 20 37 (completed).
• Determining whether a blanket AI endorsement (commonly CG 20 33 or CG 20 38) is triggered by a “written contract or agreement,” and whether that contract is executed.
• Verifying Primary and Noncontributory — Other Insurance Condition (commonly issued via a CG form), and whether it applies to the named additional insured(s).
• Checking for per project or per location aggregates (e.g., CG 25 03, CG 25 04) when required by an owner or GC.
• Validating waiver of subrogation requirements on GL and Auto (e.g., GL waiver endorsements; for Auto, forms such as CA 04 44).
• Addressing Commercial Auto nuances: confirming symbol usage (1, 7, 8, 9), additional insured on auto (e.g., CA 20 48 Designated Insured), and any MCS‑90 compliance for motor carriers.
• Crafting precise Description of Operations wording on the ACORD 25 to reflect contractual language, project addresses, contract numbers, and required clauses.

Every COI request can include a different combination of the above, with language scattered across contracts, riders, policy jackets, and endorsement schedules. Without automation, even seasoned Certificate Coordinators are forced to read line‑by‑line, reconcile competing terms, and manually rebuild certificate text for each request.

The Manual Process Today: Fragmented, Repetitive, and Risky

Ask any Certificate Coordinator and you will hear the same story: COI issuance is a marathon of manual steps, with multiple systems and files open at once. A typical day includes:

• Parsing Certificate of Insurance Requests emailed by project managers, owners, lenders, or vendor compliance platforms (e.g., Avetta, ISNetworld, Textura, Procore).
• Reviewing contract Insurance Exhibits, master service agreements, purchase orders, and project addenda for specific requirements.
• Locating relevant GL and Auto policy documents—policy jackets, Additional Insured Endorsements (CG 20 10, CG 20 37), blanket AI endorsements (e.g., CG 20 33/CG 20 38), Primary & Noncontributory endorsements, per project/per location aggregate endorsements, and waiver of subrogation endorsements (e.g., CA 04 44 for Auto).
• Confirming limits, symbol coverage on Auto, and whether contractual triggers (“when required by written contract”) are satisfied.
• Drafting or copy‑pasting bespoke Description of Operations language into the ACORD 25 while maintaining program‑standard phrasing that aligns with the insured’s carrier guidelines.
• Routing endorsements requests to the broker or carrier when the policy lacks needed forms, then following up—often multiple times.
• Uploading the final COI to compliance portals or sending it to requesters, then logging the transaction in the agency management system (e.g., Applied Epic, AMS360), and setting renewal or project milestones for reissuance.

Each step is vulnerable to delay or error. A single misread clause can result in non‑compliance, project hold‑ups, or expensive disputes later if a loss occurs and the requested transfer of risk wasn’t actually in force. Seasonality, peaks at project kickoffs, or owner portfolio expansions only amplify the workload. Meanwhile, leadership wants tighter cycle times, fewer touchpoints, and clean audit trails.

How Doc Chat Automates COI and Additional Insured Workflows

Doc Chat by Nomad Data is designed for exactly this kind of high‑volume, high‑variance document work. It ingests entire policy files, endorsement libraries, contracts, insurance exhibits, prior ACORD 25 certificates, broker correspondence, and portal requirements—thousands of pages at a time—without adding headcount. Then, it applies your rules and playbooks to automate the bulk of the process while giving your Certificate Coordinator instant Q&A across the full document set.

Key automation capabilities include:

• Contract-to-coverage mapping: Doc Chat reads the insurance exhibit and contract language, identifies each requirement (AI ongoing/completed ops, Primary & Noncontributory, Waiver of Subrogation, per project aggregate, notice of cancellation, specific limits), and maps them to the corresponding policy endorsements and forms.
• Endorsement extraction and verification: It extracts AI endorsements such as CG 20 10 and CG 20 37, scans for blanket AI endorsements (e.g., CG 20 33, CG 20 38), locates Primary & Noncontributory language, and confirms waivers of subrogation for GL and Auto (e.g., CA 04 44), including edition variations.
• Commercial Auto checks: Verifies symbols (1/7/8/9), finds CA 20 48 Designated Insured or other relevant endorsements, and flags any gaps that would block AI compliance on Auto or Umbrella/Excess layers.
• Certificate-ready output: Generates a structured checklist and a certificate drafting sheet that includes ACORD 25 fields, limits, effective/expiration dates, project/location details, and precise Description of Operations wording aligned to your standard language library and the contract’s requirements.
• Gap identification and escalation: If required terms are missing (e.g., no CG 20 37 for completed operations), Doc Chat produces a ready‑to‑send broker/carrier request email that cites exact policy pages and the contract language driving the request.
• Real-time Q&A: Ask “Do we have Primary & Noncontributory applying to [Owner Name] on Project [XYZ]?” or “Which endorsement grants completed ops AI to [GC Name]?” and get an immediate answer with page‑level citations.
• Portfolio-level scale: Run batch reviews for a day’s worth of COI requests. Doc Chat processes each package, creates a queue of certificate drafts, and surfaces only the exceptions that need human judgment.
• Audit and compliance: Every conclusion links back to the exact document and page, creating a defensible trail for internal audit, carrier reviews, owners, and regulators.

The result is an end‑to‑end engine that reads like a domain expert, applies your unwritten rules consistently, and then presents a Certificate Coordinator with a near‑final certificate package that’s both contract‑true and policy‑defensible.

AI for Additional Insured Certificate Generation: From Contract to ACORD 25 in Minutes

If you are searching for AI for additional insured certificate generation, you are likely tired of toggling between a contract’s insurance exhibit and a patchwork of endorsements. Doc Chat compresses that entire process. It reads the exhibit, highlights each requirement, finds the matching coverage language in your policies, and pre‑writes the Description of Operations with the proper parties, project address, and clause references. Where coverage depends on a “written contract,” it checks for an executed agreement or logs a task to obtain it before issuing the COI.

For construction, Doc Chat ensures the completed operations requirement is satisfied by locating CG 20 37 (or alternative completed‑ops AI wording) to pair with CG 20 10. It looks for per‑project aggregates (CG 25 03) and confirms Primary & Noncontributory language. For Auto, it searches for CA 20 48, validates symbol coverage, and confirms waiver of subrogation (e.g., CA 04 44) where required.

Once verified, Doc Chat drafts an ACORD‑ready output that can be pasted into your certificate platform or routed via an integration. It also stores the evidence trail—endorsement names, policy pages, and contract excerpts—so you can quickly respond to any challenge from owners, lenders, or compliance platforms.

Automate COI Requests Processing Insurance: Cut Cycle Times and Back‑and‑Forth

Organizations looking to automate COI requests processing insurance can deploy Doc Chat to handle the end‑to‑end intake and review steps. Drop in the requester’s email, attachments, and links; Doc Chat classifies the documents (contract, exhibit, prior COI, policy file), extracts requirements, and prepares a checklist. It marks which items are satisfied by current policies and what remains outstanding. For missing endorsements, it automatically drafts carrier/broker requests with the necessary citations and the exact language needed.

Because Doc Chat provides real‑time Q&A with page‑level citations, your Certificate Coordinator can verify any element in seconds, instead of reading dozens or hundreds of pages. This is how teams move from reactive document chasing to proactive, standardized risk transfer verification.

How Doc Chat Handles the Edge Cases Certificate Coordinators See Every Day

COI processing is full of exceptions. Doc Chat is trained to anticipate and surface them:

• Blanket AI triggers: Confirms the presence of a signed contract or purchase order when AI is “automatic when required by written contract.”
• Ambiguous contract language: Flags vague requirements (e.g., “Owner must be scheduled additional insured”) and suggests resolution options based on your playbook.
• Conflicting endorsements: Detects overlapping or contradictory clauses (e.g., noncontributory language limited to specific parties) and alerts the Coordinator.
• Umbrella/Excess alignment: Finds whether excess follows form on AI, P&N, and waiver—and which layer(s) a requirement applies to.
• Notice of cancellation: Identifies policy endorsements that modify cancellation notices and helps craft compliant certificate language.
• Project vs. portfolio: Distinguishes per‑project, per‑location, and master program requirements, so your ACORD reflects the right scope.

Doc Chat doesn’t just extract data; it applies the practical wisdom that veteran Coordinators use to make defensible calls quickly—exactly the difference captured in Nomad Data’s perspective on advanced document automation in Beyond Extraction.

Business Impact: Time, Cost, Accuracy, and Compliance

Replacing manual COI processing with Doc Chat transforms your operation:

• Time savings: Reading and cross‑checking endorsements can take 20–40 minutes per request—even longer for complex construction contracts. Doc Chat ingests entire files and answers in seconds. Teams report moving from days to minutes when reviewing large, multi‑document packages, consistent with the gains described in our Great American Insurance Group case study on complex claims.
• Cost reduction: Automating repetitive review and data entry—summarizing endorsements, populating ACORD fields, drafting Description of Operations—dramatically reduces manual touchpoints and overtime, echoing the measured ROI patterns in AI’s Untapped Goldmine: Automating Data Entry.
• Accuracy: Machines process page 1,500 with the same attention as page 1, reducing missed requirements and rework. This consistency advantage is explored in The End of Medical File Review Bottlenecks and applies equally to endorsement review.
• Compliance and defensibility: Page‑level citations for every conclusion create a clean audit trail to support internal QA, carrier audits, owners’ compliance teams, and regulators.
• Scalability: Surge season? New master project? Doc Chat scales instantly to process a higher volume of COI requests without adding headcount.
• Employee experience: Coordinators spend less time hunting through PDFs and more time resolving exceptions and communicating with stakeholders.

In short, Doc Chat removes the friction from COI operations and unlocks capacity for your team to support more projects, more vendors, and faster mobilizations—without sacrificing control.

Why Nomad Data and Doc Chat Are the Best Fit for COI Work

Nomad Data purpose‑builds AI for insurance document work. Doc Chat is not a generic summarizer—it is a set of configurable agents trained on your policies, endorsements, certificate language, and operating standards. Several differentiators matter for Certificate Coordinators:

• Built for volume: Doc Chat ingests entire policy files, contract packets, and historical COIs—thousands of pages at a time—and returns answers with source citations.
• Built for complexity: Endorsement language varies by edition and carrier. Doc Chat goes beyond keywords to find trigger language and reconcile overlapping clauses, improving coverage decisions and reducing disputes.
• The Nomad Process: We train Doc Chat on your playbooks—how you phrase Description of Operations, how you interpret borderline clauses, and when you escalate. It becomes an extension of your COI desk.
• Real‑time Q&A: Ask Doc Chat specific questions like “Does our GL include per‑project aggregates for the stadium project?” and receive instant answers with page references.
• White‑glove service: Our team partners with you to codify best practices, migrate language libraries, and calibrate outputs for accuracy from day one.
• Fast implementation: Most clients are live within 1–2 weeks for production use. Optional deeper integrations (e.g., AMS, certificate delivery, compliance portals) follow quickly thanks to modern APIs.
• Security and governance: SOC 2 Type II controls, document‑level traceability, and role‑based access keep sensitive policyholder data protected while supporting audits—principles discussed in our GAIG webinar recap.

With Doc Chat, you are not just buying software—you are gaining a strategic partner who co‑creates solutions and evolves them with your needs. Explore the product here: Doc Chat for Insurance.

What a Day Looks Like With Doc Chat on Your COI Desk

Picture your Certificate Coordinator queue at 9:00 a.m.: 25 COI requests, each with a different mix of contracts, insurance exhibits, and policy PDFs. Instead of opening and reading each file, you drag‑and‑drop the entire set into Doc Chat. In a few minutes, you have:

• A contract requirements matrix for each request (AI ongoing/completed ops, P&N, waiver of subrogation, limits, per‑project aggregate, notice of cancellation wording).
• A policy‑to‑requirement map that shows exactly which endorsements satisfy each clause, with citations.
• An ACORD 25 prefill sheet containing limits, dates, named additional insureds, project identifiers, jobsite address, and vetted Description of Operations language.
• An exceptions list with drafted broker/carrier emails for missing endorsements, plus tasks to gather executed contracts if blanket AI requires them.

By 10:00 a.m., certificates are drafted and queued for quality control. The Coordinator’s time shifts from reading PDFs to resolving the few true exceptions and confirming final issuance. The cycle time drops, accuracy rises, and stakeholders receive COIs faster—often the same morning.

From Playbooks to Presets: Standardizing Description of Operations Language

Inconsistent Description of Operations entries are a frequent source of rework and compliance pushback. Doc Chat solves this by encoding your language library as reusable presets. For example:

• Construction projects: “Owner, General Contractor, and all required parties are included as Additional Insureds for ongoing and completed operations as required by written contract. Coverage is primary and noncontributory and includes waiver of subrogation where required.”
• Auto requirements: “Designated Insured applies where required by contract for covered autos. Waiver of transfer of rights of recovery applies as required.”
• Per‑project aggregate: “General Aggregate applies per project where required by contract.”

Doc Chat then tailors the preset to each request—injecting actual party names, project addresses, contract numbers, and effective dates—while preserving your standard phrasing. This eliminates the “free‑text” variability that slows approvals and creates audit noise.

Integrations and Workflow Options

Doc Chat is flexible. Many Certificate Coordinators start with simple drag‑and‑drop uploads and copy/paste outputs into their certificate platform. As volumes grow or organizations want straight‑through processing, we can integrate with:

• Agency Management Systems: Applied Epic, AMS360, and others for synchronized client/policy data and logging.
• Document Repositories: SharePoint, Box, Google Drive for automatic ingestion of policies and contracts.
• Project & Compliance Portals: Procore, Avetta, ISNetworld for streamlined delivery or status updates.
• Email & Ticketing: Outlook, Gmail, Jira, ServiceNow for automated requests and exception routing.

Because Doc Chat returns page‑linked citations, even a lightweight deployment elevates quality immediately. You can scale integrations over time without disrupting day‑to‑day operations.

Implementation in 1–2 Weeks: A Proven Path

Nomad Data’s white‑glove team follows a crisp rollout plan so you can realize value fast:

1. Discovery (Days 1–2): Gather your standard certificate language, common contract templates, carrier forms, and a sample set of recent COI requests and policies.
2. Calibration (Days 3–5): Train Doc Chat on your playbooks: how you phrase Description of Operations, how you interpret tricky endorsements, and your escalation criteria.
3. Pilot (Days 6–8): Run real requests through the system. We tune the outputs and presets together until they match your standards.
4. Go Live (by Week 2): Coordinators start handling daily volume in Doc Chat. Optional integrations are scheduled as needed.

This “start fast, then deepen” approach mirrors the adoption journey we’ve documented across claims and underwriting, including the transformation stories in Reimagining Claims Processing Through AI Transformation and AI for Insurance: Real‑World AI Use Cases Driving Transformation.

Security, Traceability, and Audit Readiness

COI processing touches sensitive policyholder information and contractual obligations. Doc Chat was built for regulated environments:

• SOC 2 Type II controls and strong data governance.
• Document‑ and page‑level citations for every conclusion and certificate field.
• Role‑based access and audit logging for each transaction and revision.
• No default training on your data by foundation model providers; your data remains your data.

This level of transparency and control builds trust with internal QA, carriers, owners, and compliance platforms alike.

Frequently Asked Questions for Certificate Coordinators

Can Doc Chat populate ACORD 25 fields?
Yes. Doc Chat produces a certificate drafting sheet with limits, effective/expiration dates, named parties, and Description of Operations text. Many teams paste this directly into their ACORD form; others integrate for straight‑through processing.

Does Doc Chat verify AI for completed operations?
Yes. It locates CG 20 37 (or equivalent completed‑ops AI language) and pairs it with CG 20 10 when required, citing the policy page and edition.

How does Doc Chat handle blanket AI triggers?
It detects “automatic when required by written contract or agreement” triggers, confirms the presence of an executed contract or PO, and creates a task if documentation is missing.

Can it manage Commercial Auto endorsements?
Yes. It checks symbol coverage; locates endorsements such as CA 20 48 Designated Insured and CA 04 44 Waiver of Subrogation; and flags gaps relative to contract requirements.

What about Umbrella or Excess?
Doc Chat verifies follow‑form language as it pertains to AI, Primary & Noncontributory, and waivers—and identifies layers needing special attention.

How does it support audits?
Every field and conclusion links to source pages, creating a defensible trail for carriers, owners, and internal compliance teams.

Measuring Success: KPIs for COI Operations

To quantify the impact on your COI desk, teams often track:

• Average COI cycle time (request to delivery).
• Manual touchpoints per COI (target: reduction of 50–80%).
• Rework rate (percent of COIs returned by requesters or portals).
• Exception rate (volume requiring carrier/broker intervention) and time‑to‑resolution.
• Audit findings (errors or missing documentation per sample).
• Coordinator workload (COIs per FTE per day) and employee satisfaction.

Doc Chat consistently improves these metrics, unlocking same‑day turnaround for complex requests and dramatically reducing after‑hours effort during peak periods.

A Realistic Starting Point for Teams of Any Size

Whether you’re a single Certificate Coordinator covering a regional book or a centralized policy servicing team handling thousands of COIs per month, Doc Chat lets you start small—no heavy IT project required. Drag‑and‑drop today, integrate tomorrow. As volumes grow, Doc Chat’s batching and exceptions workflows keep throughput predictable and audit‑strong.

Conclusion: Faster, Safer, and More Defensible COIs

Additional insured requirements will keep evolving, and construction and commercial auto programs will remain document‑heavy. But the days of line‑by‑line manual review for every COI request are over. With Doc Chat, Certificate Coordinators transform their work from painstaking document hunting to high‑value exception handling. The payoff is real: faster certificate delivery, fewer errors, crisper audits, and the confidence that every Description of Operations is backed by the exact page that proves it.

If your organization is exploring AI for additional insured certificate generation or looking to automate COI requests processing insurance, Doc Chat offers a proven, rapidly deployable path. In 1–2 weeks, you can put automation to work on the documents that slow you down most—and free your team to support more projects, more partners, and more growth.