Automating Certificate of Insurance (COI) Validation for Global Contracts — Built for the Contract Risk Manager

Global procurement and construction programs live or die on insurance compliance. Yet for many Contract Risk Managers, validating Certificates of Insurance (COIs) from hundreds or thousands of vendors across multiple countries is still a manual, error-prone process. You’re juggling ACORD 25 and 28 forms, broker letters, cover notes, endorsements, P&I attestations, and marine cargo certificates in a dozen languages—while the project clock is ticking and contract penalties loom. The result is delays, rework, and exposure when noncompliant coverage slips through. Nomad Data’s Doc Chat eliminates these bottlenecks by using AI to extract, normalize, and validate coverage data from multilingual COIs and related documents against your contract provisions at portfolio scale.

Doc Chat is a suite of purpose-built, AI-powered agents that read every page of vendor insurance submissions—COIs, policy declarations, endorsements (e.g., ISO CG 20 10, CG 20 37, CG 24 04), letters of undertaking, and international vendor agreements—then map them to your playbook. You can ask real-time questions like “List all additional insured endorsements and their editions” or “Does this Spanish COI include Primary & Non-Contributory wording?” and get instant, cited answers. If you need a solution to AI validate international COI packages, Doc Chat for Insurance turns days of review into minutes—without adding headcount.

Why COI Compliance Is Hard in International, Specialty Lines & Marine, and General Liability & Construction

For Contract Risk Managers, COI validation is deceptively complex. A Certificate of Insurance is not the policy—it’s a snapshot that’s only as reliable as the supporting documents and broker accuracy. Across international supply chains, that complexity compounds:

• Document variety: ACORD 25/28, local equivalents (e.g., France’s Attestation d’Assurance, Spain’s Certificado de Seguro, Germany’s Versicherungsbestätigung), P&I Club letters, marine cargo certificates, broker cover notes, policy dec pages, and endorsements.
• Language and taxonomy: “General Liability” may appear as Responsabilidad Civil General (ES), Responsabilité Civile Générale (FR), Betriebshaftpflicht (DE), RC Generale (IT), or Responsabilidade Civil Geral (PT)—each with local nuances.
• Currency and number formats: US$1,000,000 vs 1.000.000 € vs ￥100,000,000; commas and decimals invert by country; limits might be typed as “$1MM” or “$1,000K.”
• Date and policy structure differences: dd/mm/yyyy vs mm/dd/yyyy; occurrence vs claims-made; retroactive dates; local compulsory insurance layers; per-project aggregates; per-location aggregates.
• Line-of-business nuance: Construction demands completed operations AI endorsements (CG 20 10 + CG 20 37), Primary & Non-Contributory (CG 20 01), waiver of subrogation (CG 24 04), and sometimes Owners & Contractors Protective (OCP). Marine requires Institute Cargo Clauses (A/B/C), war/strikes, valuation basis (CIF + 10%), and alignment with Incoterms (CIF/CIP). International contracts can require admitted paper, local taxes, and jurisdictional compliance.

Meanwhile, projects start, deliveries move, and vendors press for site access. You need to know—fast—who is compliant, who is close, and what’s missing. That’s exactly the gap Doc Chat fills by automating the intake, extraction, mapping, and audit trail.

How the Process Is Handled Manually Today—and Why It Breaks

Even in mature organizations, international COI validation is a patchwork of email, spreadsheets, and manual reading:

Typical steps for a Contract Risk Manager include:

• Collecting COIs and supporting documents (policy dec pages, endorsements, broker letters) from vendors via email or portals.
• Opening each PDF, visually scanning for policy numbers, insurer ratings, effective/expiration dates, per-occurrence and aggregate limits, and endorsements.
• Translating non-English COIs, often with ad-hoc tools, then manually interpreting foreign terms and coverage constructs.
• Converting limits across currencies, checking if umbrella/excess coverage bridges gaps, and ensuring per-project aggregates in construction.
• Cross-checking contract language (e.g., Master Service Agreement insurance clause) for required endorsements, Primary & Non-Contributory status, waiver of subrogation, territory/jurisdiction, and continuation of completed ops (often 2–10 years).
• Documenting pass/fail status in spreadsheets, emailing vendors for remediations, and chasing revised documentation.
• Setting calendar reminders for expirations and hoping cancellations are communicated with 30 days’ notice.

This is slow, inconsistent, and fragile at scale. Human fatigue means missed endorsements; language ambiguity creates false passes; and spreadsheets become outdated. Most importantly, manual review can’t keep pace with multinational vendor onboarding and construction milestones.

From Manual to Machine: How AI Extracts and Maps Coverage From Multilingual COIs

Doc Chat’s AI agents transform COI review from a person-by-person task into a standardized, auditable pipeline:

1) Ingest and classify: Drag-and-drop entire vendor packets—COIs, policy dec pages, endorsements, P&I attestations, marine cargo policies, broker letters, local certificates—thousands of pages at once. Doc Chat auto-classifies documents by type (ACORD 25, ACORD 28, CG 20 10, CG 20 37, CG 24 04, CG 20 01, P&I Club letter, Institute Cargo Clauses, etc.).

2) Multilingual OCR + normalization: Best-in-class OCR handles scans and images across languages; advanced NLP normalizes dates, currencies, and number formats (e.g., converts “1.000.000 €” to “EUR 1,000,000”).

3) Terminology crosswalk: The system maps foreign-language coverage descriptors (e.g., Responsabilité Civile Générale, Betriebshaftpflicht) to your standardized categories (GL, Auto, WC, Marine, Umbrella/Excess, Professional). It also aligns regional endorsements and clauses with ISO equivalents or your internal taxonomy.

4) Contract mapping: Doc Chat compares extracted coverage against your contract provisions—per-occurrence and aggregate limits, additional insured requirements, Primary & Non-Contributory, waiver of subrogation, per-project aggregate, continuation of completed operations, insurer rating, territory, jurisdiction, and notice of cancellation terms. It flags gaps and generates remediation language.

5) Real-time Q&A with citations: Ask, “Do we have CG 20 10 12 19 and CG 20 37 12 19 for Vendor X?” or “Is the cargo policy warehouse-to-warehouse with ICC(A) and war/strikes?” Doc Chat returns answers with links to the exact page/paragraph across the packet.

6) Portfolio analytics: See compliance at a glance across projects, regions, and vendors. Filter by expiring policies, retro date risks, missing AI endorsements, non-admitted carriers, or insufficient limits in local currency.

This end-to-end approach tackles the core challenge: not just “reading” COIs, but reasoning across diverse documents and languages to determine whether the submission satisfies your specific contractual insurance provisions. For deeper perspective on why this is fundamentally different from simple extraction, see Nomad’s analysis in Beyond Extraction: Why Document Scraping Isn’t Just Web Scraping for PDFs.

Doc Chat in Action: AI Validate International COI Submissions With Confidence

When teams search for “AI validate international COI,” they need more than translation—they need contractual alignment. Doc Chat provides:

• Language intelligence: Spanish, French, German, Italian, Portuguese, Dutch, Chinese (Simplified/Traditional), Japanese, Korean, Arabic and more. Crosswalk examples:
• • ES: Responsabilidad Civil General → General Liability; Seguro de Transporte → Cargo; Responsabilidad Civil Patronal → Employers’ Liability
• • FR: Responsabilité Civile Générale → GL; Assurance Transport → Marine Cargo
• • DE: Betriebshaftpflicht → GL; Transportversicherung → Cargo
• • IT: RC Generale → GL; Polizza Trasporti → Cargo
• • PT: Responsabilidade Civil Geral → GL; Seguro de Transporte → Cargo
• Coverage normalization: Standardizes limits, aggregates, deductibles/SIRs, and special conditions across currencies and unit formats.
• Endorsement detection: Identifies ISO and equivalent endorsements, including CG 20 10 (ongoing ops AI), CG 20 37 (completed ops AI), CG 20 01 (Primary & Non-Contributory), CG 24 04 (Waiver of Subrogation), and local-market analogs.
• Marine and specialty recognition: Reads Institute Cargo Clauses (A/B/C), war and strikes clauses, valuation basis (Invoice + 10%), P&I limits, hull & machinery, warehouse-to-warehouse, delay exclusions, project cargo, and stock throughput policies.
• Decisioning: Pass/fail outcomes per contract, automated remediation requests, and audit-ready logs with page-level citations.

Construction and General Liability: What Doc Chat Checks Automatically

For General Liability & Construction programs, Doc Chat codifies your playbook and applies it consistently across every vendor packet:

• Policy form and edition: CG 00 01 04 13 or equivalent; occurrence vs claims-made; retro dates for claims-made lines like Professional Liability.
• Limits: Per-occurrence, general aggregate, products/completed ops aggregate, personal and advertising injury, medical payments; per-project and per-location aggregates.
• Additional insured: CG 20 10 (ongoing operations), CG 20 37 (completed operations), blanket AI endorsements; verifies coverage extends to your entity and project.
• Primary & Non-Contributory: CG 20 01 or equivalent language; confirms PN applies to your AI status.
• Waiver of subrogation: CG 24 04 or blanket waiver language in GL, Auto, WC.
• Completed operations continuity: Ensures continuation is maintained post-completion (commonly 2–10 years), with tracking for expiration/renewal.
• Auto/WC/Excess: CA 00 01 for Auto Liability, WC statutory limits and Employers’ Liability, umbrella/excess form and follow-form alignment.
• Insurer rating and admitted status: Confirms carriers meet A.M. Best/S&P minimums and local admission if required.
• Notice of cancellation: 30-day (10-day for non-payment) or contractual requirement equivalents; validates broker/insurer wording.

Specialty Lines & Marine: What Doc Chat Checks Automatically

For marine supply chains and specialty logistics, Doc Chat understands the link between contract terms and insurance constructs:

• Institute Cargo Clauses (ICC A/B/C) and applicable war/strikes endorsements; verifies warehouse-to-warehouse scope.
• Valuation: CIF/CIP + 10% (or other uplift), brand protection clauses, pair-and-set, and consequential loss exclusions.
• P&I Club documentation: Confirms limits, pollution and wreck removal coverage; checks Club standing letters.
• Hull & Machinery: Navigational limits, deductible levels, collision liability clauses (Running Down Clause), and survey requirements.
• Stock Throughput policies: Confirms inland transit + storage coverage, single policies spanning global supply chains, sublimit adequacy by geography.
• Incoterms alignment: Ensures the responsible party under CIF/CIP has adequate cargo insurance; flags contract vs insurance responsibility mismatches.

International Nuances: Admitted Paper, Jurisdiction, and Local Compliance

Doc Chat encodes country-by-country nuance in your playbook:

• Admitted vs non-admitted carrier requirements; local policy taxes; compulsory lines (e.g., Employers’ Liability in the UK).
• Jurisdiction and territory clauses: Verifies claims must be brought in the required jurisdiction and that operations territory matches the project or shipping corridor.
• GDPR and data residency: Ensures document processing follows your compliance controls; Nomad Data is SOC 2 Type 2, with rigorous data governance.

Automate Certificate of Insurance Audit Multinational: End-to-End Workflow

Teams searching to “automate certificate of insurance audit multinational” need more than a point solution. Doc Chat orchestrates the full lifecycle:

Intake & routing: Email, SFTP, portal uploads, or CLM integration (e.g., Ironclad, Icertis, Coupa, Ariba, ServiceNow, SharePoint). Vendor packets are auto-tagged by project, region, and trade.

Extraction & validation: Multilingual OCR, currency normalization, endorsement recognition, and crosswalk to your insurance clause templates per contract type (MSA, construction subcontract, charter party, logistics SLA).

Decisioning & remediation: Pass/fail status with explicit reasons; templated vendor communications requesting missing endorsements or increased limits; auto-tracking of re-submissions.

Monitoring: Renewal alerts, cancellation watch, and policy change detection. Doc Chat continuously surfaces expiring and cancelled coverages with vendor-level escalations.

Audit and reporting: Page-level citations for every decision; on-demand audit reports for internal stakeholders, reinsurers, and regulators. For how page-level explainability accelerates trust and adoption, see the GAIG experience in Reimagining Insurance Claims Management.

Real-Time Q&A Across Massive Document Sets

Doc Chat’s Real-Time Q&A unlocks new speed for Contract Risk Managers:

• “Extract coverage data from foreign language COI: list per-occurrence and aggregates in EUR and USD.”
• “Show where Primary & Non-Contributory is granted and quote the exact language.”
• “What is the retro date on the Professional Liability certificate and is it compliant with the contract?”
• “Is the cargo policy ICC(A) with war/strikes, and is valuation set to CIP + 10%?”
• “Which vendors are missing CG 20 37 for completed ops on Project Delta?”

Answers return in seconds with a link that jumps to the precise page or paragraph—no scrolling through 200-page appendices. For a deeper look at how end-to-end automation changes the math of document work, see AI’s Untapped Goldmine: Automating Data Entry.

Business Impact: Time, Cost, Accuracy, and Risk

When COI validation evolves from manual review to AI-first automation, Contract Risk Managers see immediate, measurable gains:

• Time savings: Move from 30–60 minutes per vendor packet to seconds. Audit hundreds of vendors across continents in a single afternoon.
• Cost reduction: Reduce reliance on external reviewers and overtime; free your team to focus on negotiations, exceptions, and strategic risk work.
• Accuracy: Machines don’t fatigue. Doc Chat applies your playbook consistently, surfacing every endorsement reference and limit with page-level citations.
• Lower leakage and disputes: Fewer missed endorsements and mismatched responsibilities (e.g., Incoterms vs insurance). Better defense in indemnification disputes due to audit-ready documentation.
• Faster onboarding: Vendor enablement accelerates, keeping construction schedules and supply chains on track.
• Portfolio intelligence: Trend visibility by region, trade, and line of business; forecast remediation workload and renewal impacts.

The payoff compounds as your vendor base grows. Teams reallocate time from rote reading to exception handling and risk strategy—removing the bottleneck that slows projects and contracts.

Why Nomad Data’s Doc Chat Is the Best Fit for Insurance Compliance at Scale

Most generic OCR or “document AI” tools stop at extraction. Doc Chat goes further—automating the reasoning that actually determines compliance and building it around your playbooks. Key advantages:

• Built for insurance complexity: Doc Chat ingests entire vendor insurance packets—COIs, policy dec pages, endorsements, broker letters, P&I attestations—thousands of pages at a time. It’s purpose-built for exclusions, endorsements, and trigger language hidden across inconsistent documents.

• The Nomad process: We train Doc Chat on your insurance clauses, COI review checklists, endorsement standards, and exception policies. The result is a personalized solution aligned to your workflows—no one-size-fits-all compromises.

• Real-Time Q&A with citations: Ask natural-language questions and get instant, defensible answers with page-level links.

• Thorough & complete: Every reference to coverage, liability, or conditions is surfaced—no blind spots.

• Security and governance: SOC 2 Type 2 controls, clear audit trails, and IT-friendly deployment.

• White glove implementation: We deliver a fully tuned solution with a typical 1–2 week implementation timeline—including preset templates, language crosswalks, and integration with your CLM/procurement systems.

For why advanced document reasoning requires more than point-and-click extraction, explore Beyond Extraction. And for how high-volume reading turns into minutes, see The End of Medical File Review Bottlenecks.

Sample Compliance Scenarios the Contract Risk Manager Can Automate Today

1) European subcontractor onboarding (construction)
Packet includes: French Attestation d’Assurance (GL), ACORD 25 (US umbrella), CG 20 10 + CG 20 37 endorsements, and broker letter.
Doc Chat result: Normalizes EUR limits; confirms AI status for ongoing and completed operations; verifies CG 20 01 Primary & Non-Contributory; detects missing per-project aggregate and auto-generates a remediation request.

2) Global logistics vendor (marine)
Packet includes: Marine cargo policy with ICC(A), war/strikes endorsement, valuation basis; P&I Club letter.
Doc Chat result: Confirms warehouse-to-warehouse coverage; aligns valuation to CIP + 10%; checks P&I limits and pollution sublimits; flags navigation limit mismatch for planned routes; provides pass/fail with citations and corrective language.

3) International supplier (general liability)
Packet includes: Spanish Certificado de Seguro, local GL dec page, and blanket AI endorsement wording in Spanish.
Doc Chat result: Translates and maps Responsabilidad Civil General to GL; extracts per-occurrence/aggregate; identifies blanket AI language equivalent to CG 20 10; confirms waiver of subrogation language; provides decision log and pass with citations.

Integrations: Where Doc Chat Fits in Your Ecosystem

Doc Chat integrates with systems you already use:

• CLM: Icertis, Ironclad, DocuSign CLM—automatically attach compliance determinations to contract records.
• Procurement and supplier management: Coupa, Ariba, ServiceNow—update vendor status to Compliant/Noncompliant with remediation tasks.
• File systems and collaboration: SharePoint, Box, SFTP—automated intake from shared mailboxes and folders.
• BI and dashboards: Export structured coverage data for operational reporting and leadership visibility.

Governance and Audit Readiness

Every pass/fail decision is backed by a citation trail that points to the exact page and line in the underlying documents. Compliance, Legal, and Audit can replicate a determination in seconds—no reliance on memory or fragmented spreadsheets. That page-level explainability builds trust with stakeholders and regulators. Learn how transparent reasoning accelerated adoption in a real-world environment in our GAIG case write-up: Great American Insurance Group Accelerates Complex Claims with AI.

From Days to Minutes: A Practical Timeline

Our white-glove onboarding focuses on your playbook and documents, not generic demos:

• Week 1: Intake your insurance clause templates, COI checklists, endorsement standards, approval thresholds, and exceptions. Load historical vendor packets to calibrate language crosswalks and currencies.
• Week 2: Validate outputs with your Contract Risk Managers, tweak presets (e.g., per-project aggregate logic, retro-date rules), and connect to your CLM/procurement systems. Go live with a pilot cohort.

Because Doc Chat is purpose-built for insurance documentation, teams can start in a drag-and-drop workflow on day one and expand into workflow automation as comfort grows. For a direct overview, visit Doc Chat for Insurance.

What About Edge Cases and Exceptions?

Exceptions define real-world risk work. Doc Chat is designed to escalate unusual patterns for human judgment, including:

• Ambiguous blanket endorsements where AI status may not extend to completed ops.
• Locally worded cancellations that do not meet contractual notice standards.
• Marine special perils (e.g., refrigeration breakdown, project cargo delays) that require bespoke review.
• Non-admitted insurers where local counsel input is needed.

Think of Doc Chat as your tireless junior analyst who never misses a clause and always shows their work. You decide the disposition; the system handles the reading, normalizing, and first-pass reasoning.

A Playbook-First Mindset: Standardize, Then Scale

The fastest path to value is codifying your insurance requirements as machine-readable rules. Nomad’s team helps you translate the unwritten rules of your best reviewers into consistent decision logic—so every desk produces the same result. This approach is core to Nomad’s philosophy that document automation is about inference, not just extraction. For a deeper discussion, see Beyond Extraction.

Key Questions You Can Ask Doc Chat on Day One

To maximize immediate value, Contract Risk Managers often start with a standardized question set that mirrors their current checklists:

• “Extract coverage data from foreign language COI and map to our MSA insurance clause for Vendor X.”
• “Is our company listed as Additional Insured for ongoing and completed ops? Provide endorsement form numbers and editions.”
• “Confirm retro date for Professional/Design Liability and whether it predates project start by 2 years.”
• “Does the umbrella follow form? List any dissimilar exclusions vs the GL.”
• “Summarize cargo policy perils (ICC(A)/B/C), valuation basis, and any geographic exclusions relevant to our shipping corridor.”
• “Identify any non-admitted insurers and compare to local requirements.”
• “Provide pass/fail and remediation steps for all vendors expiring in the next 45 days.”

Measuring Success: KPIs for COI Automation

Within the first quarter, Contract Risk Managers typically track:

• Cycle time from packet receipt to decision (target: 80–95% reduction).
• Reviewer hours per packet (target: minutes vs hours).
• Exception rate by reason (e.g., missing CG 20 37, insufficient products/completed ops aggregate).
• Vendor remediation turnaround and on-time compliance prior to mobilization.
• Compliance at project start and throughout project lifecycle (renewals/cancellations).
• Reduction in noncompliance-related change orders, disputes, or uninsured claims.

Risk Mitigation You Can Take to the Board

Automated, defensible insurance compliance strengthens contractual risk transfer—and your litigation posture. When a claim arises, your team can prove the vendor met the contract’s insurance obligations at mobilization and throughout operations, backed by page-level citations. This reduces contested indemnity, shrinks leakage, and improves the probability of recovery under the vendor’s policies.

Get Started

If your priority is to AI validate international COI packets, automate certificate of insurance audit multinational programs, and reliably extract coverage data from foreign language COI across your vendor base, Doc Chat delivers speed, accuracy, and certainty. Implementation is measured in days, not quarters, and our white-glove team does the heavy lifting. See how it works and schedule a conversation at Doc Chat for Insurance.

Conclusion

The Contract Risk Manager’s mandate is clear: eliminate insurance ambiguity before it becomes a claim. In a world of multilingual COIs, specialty marine programs, and complex construction endorsements, manual review can’t keep up. Nomad Data’s Doc Chat automates the grind—reading every page, crosswalking language and currency, and mapping coverage to your contracts—so you get consistent, defensible decisions in minutes. Standardize the COI process, scale it globally, and reallocate your team to the exceptions that truly need your judgment. That’s how you derisk international supply chains and keep projects moving—on time and on budget.