Generate certificates of insurance linked to active policies, manage certificate holders, track expirations, and share with holders — all from the client record. No more scrambling when a GC calls for proof of coverage.
Active Certificates
156
+12
Expiring in 30 Days
23
+5
Issued This Month
34
Certificate Holders
89
What it is
Certificate requests are one of the most common daily tasks in an insurance agency — and one of the most tedious. A general contractor needs proof of coverage for a subcontractor. A landlord needs a certificate for a lease. A client calls because they need an updated cert by end of day. Insurstein lets you generate certificates linked to active policies, manage certificate holders in a central directory, track expirations alongside the underlying policies, and share completed certificates instantly. When a policy renews, certificates tied to it are flagged for reissuance so holders always have current proof of coverage.
Certificates are generated from the active policies on the client's record — carrier, policy number, effective dates, coverage limits, and additional insureds are pulled directly. No manual entry of information that already exists in the system.
General contractors, landlords, lenders, and other holders are managed in a central directory. When the same holder requests certificates for multiple insureds, their information is reused rather than re-entered each time.
Core capabilities
Generate certificates using coverage details pulled directly from the client's active policies.
Select the client, choose the relevant policies and coverage lines, designate the certificate holder, and the certificate is generated with the correct carrier names, policy numbers, effective dates, and coverage limits. Additional insured and waiver of subrogation endorsements are noted where applicable.
Maintain a directory of certificate holders — GCs, landlords, lenders — with their requirements and contact information.
Each holder record stores the company name, address, contact person, and any special requirements they typically request, such as additional insured status or waiver of subrogation. When a new certificate is requested for a known holder, their details auto-populate.
Each certificate is linked to the specific policies and coverage lines it references, keeping everything traceable.
A certificate for a general contractor might reference the insured's GL policy and umbrella policy. Each coverage line on the certificate is linked to the actual policy record, so changes to the policy — like a mid-term endorsement or cancellation — are immediately visible alongside the certificate.
Certificate expirations are tracked alongside policy expirations, with prompts to reissue when policies renew.
When a policy renews, every certificate referencing that policy is flagged for reissuance. The CSR sees a list of certificates that need to be updated with new effective dates and policy numbers, ensuring holders receive current proof of coverage without having to ask.
Download completed certificates as PDFs or share them directly with holders via email from the platform.
Certificates are generated as standard-format PDFs that can be downloaded immediately or emailed to the certificate holder with a single click. The system logs when each certificate was shared and to whom, maintaining a complete distribution history.
Every certificate issued for a client is logged with the holder, coverage details, and issuance date for reference.
The full history of certificates issued for each client is available in their record. When a holder calls asking for a copy of a certificate issued months ago, the CSR can find it instantly without searching through emails or filing cabinets.
What they don't do
Typing carrier names, policy numbers, and coverage limits into a blank ACORD 25 for every certificate request wastes CSR time on data that already exists in the system. Auto-generation eliminates the manual work.
When certificates are emailed as loose attachments, they get lost. A centralized certificate record with sharing history means any team member can find and resend a certificate in seconds.
When policies renew but certificates aren't reissued, holders are operating with outdated proof of coverage. Renewal prompts ensure every affected certificate is flagged for reissuance.
Typing the same general contractor's address into certificate after certificate is repetitive and error-prone. A holder directory stores the information once and reuses it across all certificates.
When a holder calls for a copy of a certificate issued three months ago, searching through email sent folders and file shares is slow. Certificate history in the client record makes retrieval instant.
Manually transcribing policy numbers and coverage limits introduces typos that can cause real problems at the job site. Pulling data from live policy records eliminates transcription errors.
What it takes off your plate
Carrier names, policy numbers, effective dates, and coverage limits are pulled from active policies into the certificate automatically.
When a certificate holder has been used before, their company name, address, and requirements auto-populate from the holder directory.
Certificate expiration dates are tracked alongside policy expirations, and certificates tied to renewing policies are flagged for reissuance.
Certificates are rendered as professional, standard-format PDFs ready for download or email distribution.
Every time a certificate is shared — via download or email — the action is logged with the date, recipient, and delivery method.
When a policy renews, all certificates referencing that policy are surfaced in a reissuance queue so CSRs can update and redistribute them efficiently.
A day in the life
8:45 AM
A general contractor calls needing proof of GL and umbrella coverage for an electrical subcontractor before they can start work on a job site. The CSR opens the client's record and starts generating the certificate.
8:48 AM
The CSR selects the GL and umbrella policies, chooses the GC from the holder directory, and generates the certificate. The PDF is emailed to the GC before the call ends — three minutes total.
10:00 AM
A batch of policies renewed last week. The system flagged 12 certificates tied to those policies for reissuance. The CSR works through the queue, updating effective dates and redistributing updated certificates to holders.
1:15 PM
A client is starting work with a new general contractor who requires additional insured status and waiver of subrogation. The CSR adds the holder to the directory with these requirements noted for future certificates.
3:30 PM
A property manager calls asking for a copy of a certificate issued two months ago. The CSR finds it in the client's certificate history, confirms the details are still current, and re-sends it in under a minute.
Daily impact
Certificates Issued
Holders Served
Avg. Turnaround
Reissued After Renewal
Generate, track, and share certificates of insurance linked to live policy data. Holders always have current proof of coverage.