Keep certificates with the carrier record
Upload a certificate of insurance as a PDF, PNG or JPEG to the carrier it belongs to. Files are stored privately for your workspace, checked for integrity each time they are opened and visible only to your team.
Record what the certificate states
A reviewer records the insurer, policy number, coverage type, stated limit, certificate holder, effective and expiration dates, and notes. Every detail is checked by a person on your team before anyone relies on it.
See which certificates need attention
New certificates wait as Needs review. A reviewed certificate is marked expiring 30 days before its recorded expiration date and expired after it, and it appears in your review queue alongside carrier changes. Upload a replacement when a renewal arrives; the earlier certificate stays in the history.
Compare certificates with FMCSA filings
The same carrier record shows the public FMCSA insurance filings, so your team can compare the certificate the carrier sent with what its insurer filed.
Example: a certificate from upload to renewal
- Upload: a carrier sends its certificate of insurance with the setup packet. You upload the PDF to that carrier’s record; it is marked Needs review.
- Review: a colleague records the insurer, policy number, coverage type, stated limit, certificate holder and the effective and expiration dates, then marks it reviewed.
- Attention: 30 days before the recorded expiration date the certificate is marked Expiring and the carrier appears in your review queue.
- Renewal: when the renewed certificate arrives, upload it as a replacement. The earlier certificate is kept as superseded, so you can still see what you had on file before.
What each certificate record holds
- The original file: PDF, PNG or JPEG, up to 8 MB
- Insurer name, policy number, coverage type and stated limit
- Certificate holder, effective date and expiration date
- Notes, the reviewer and the review time
- Status: Needs review, Reviewed, Expiring (within 30 days), Expired or Superseded
Files are stored privately for your workspace, checked against their original fingerprint each time they are opened, and downloaded only by signed-in members of your workspace.
Questions brokers ask
What file types can I upload?
PDF, PNG or JPEG files up to 8 MB per certificate.
When is a certificate marked expiring?
30 days before its recorded expiration date. After that date it is marked expired. Both appear in your review queue.
How is a certificate different from FMCSA insurance filings?
FMCSA filings show the insurance an insurer filed with FMCSA, such as the liability coverage behind operating authority. A certificate carries the details for your business, such as the certificate holder and stated limits. CarrierTrail keeps both on the carrier record.
Can I keep a carrier’s older certificates?
Yes. Upload a renewal as a replacement and the earlier certificate stays in the history as superseded.
Who can see uploaded certificates?
Only signed-in members of your workspace.