Automating ACORD 25: Issuing Certificates vs Collecting and Checking Them
Automating ACORD 25 creation and automating ACORD 25 tracking are different jobs. An insurance issuer produces the certificate from actual policy information. A hiring company collects that document, checks recorded information against requirements and requests updates. Choose a workflow for the role you actually perform.
If you issue certificates
Work through an authorized insurance process and licensed form access. The ACORD Forms Portal provides forms through account-based access. Agency software may help populate forms and manage holder records, but software access does not create policy coverage or authority to certify it.
For a concrete software-workflow example, Vertafore’s Certificate Wizard documentation describes selecting client and policy information through sequential tabs. That illustrates issuer-side automation; it is not a product endorsement or a claim that a recipient should issue its own proof of a vendor’s insurance.
If you collect certificates
The useful automation starts with a consistent vendor record and an approved requirements set. Send the vendor a clear request, store the received file, extract fields and route exceptions for review. Keep certificate indicators separate from conclusions requiring the policy or an endorsement.
| Stage | What can be organized | What needs a responsible reviewer |
|---|---|---|
| Intake | Vendor name, file and request history | Correct business and document |
| Extraction | Policy numbers, dates and reported limits | Misread or missing fields |
| Comparison | Differences from configured requirements | Endorsement and coverage scope |
| Renewal | Scheduled follow-up and current files | Carrier changes and unresolved gaps |
A hypothetical automation rollout
Aspen Construction has 80 subcontractor records in email folders. It imports the vendor list, sends private upload links and reviews extracted policy information. One upload is a property form rather than the requested liability certificate. Another has unreadable employers-liability limits. Those records remain exceptions until corrected; automation does not turn ambiguous documents into verified coverage.
Aspen keeps the insurance professional’s endorsement review in its project records and uses reminders to request current certificates. It does not regenerate the subcontractors’ ACORD forms.
Define success before switching systems
Measure whether requests reach the right contacts, fields can be corrected, missing documents stay visible and renewals are followed up. Check export and record-retention needs before migrating historical files.
Try the free ACORD 25 checker with a non-sensitive sample, and compare the result with a manual COI review checklist. Certy supports collection, field review and renewal follow-up. Your insurer or authorized representative remains the route for issuing insurance evidence.
Frequently asked questions
Can Certy create an insurance certificate for my business?
No. Obtain certificates through your insurer or authorized insurance representative. Certy helps recipients collect and review certificate information.
Can automation prove an endorsement applies?
Field extraction and rules can flag missing information. They do not establish the legal scope of an endorsement or guarantee policy coverage.