Self Service Certificate of Insurance Management

TrackCertsNow is an on-demand, web-based system for self-managing incoming evidence of insurance coverage. TrackCertsNow provides an automated platform, allowing your organization to quickly, easily and accurately manage certificates of insurance. TrackCertsNow facilitates complete validation of every certificate of insurance that your business receives from trade partners, suppliers, vendors, subcontractors, tenants and more. With TrackCertsNow you can easily manage all insurance requirements and contract agreement commencement dates against your contractual requirements. The system maintains the transaction history of all COI's received along with accessible images of all certificates and other documents received. Compliance status of all insureds is accessible on a real time, 24/7 basis.

You maintain complete control:

  • Achieve a balance between timely review and action taken
  • Ensure centralized visibility and certificates' status
  • Address ongoing challenge of mitigating risk

Certificate Tracking – Automated Features

  • Electronically receives and manages faxed certificates
  • Measures certificates and endorsements against your specific insurance requirements
  • Certificate override to allow for special exceptions
  • Automatically creates and sends unique correspondence letters to business partners and agents
  • History maintained showing certificate status and review process transactions
  • Automatic reporting on coverage status
  • Centralized certificate storage repository available through the web 24/7
  • Weekly validation of AM Best ratings


  • Centralized document storage for 10 years of all certificates received, related notes, correspondence and managerial actions
  • Consistent and automated certificates verification processes which contributes to compliance with Sarbanes-Oxley
  • Online and Telephone Support
  • Product Upgrades (as released)
  • Online real time management and compliancy reports available 24/7
  • Minimized chance of assuming unintended risk
  • Reduce exposure to litigation and financial loss
  • Uniform enforcement of standards throughout the organization
  • Access available to key staff in field locations

TrackCertsNow Technology


  • Redundant network devices and servers
  • Multi-tiered architecture, where each tier can be horizontally scaled
  • Use of third-party professionals to handle high volume faxing and mailing
  • Regularly scheduled backups of all servers
  • Backup media is maintained at an off-site location
  • Maintenance of all system and application logs
  • Disaster recovery capabilities
  • Scheduled maintenance and downtime
  • Use of SSL to safely encrypt all customer data between their client computers and our applications
  • Servers are housed at a secure, co-location facility that provides various levels of physical and environmental security

The TrackCertsNow system is automatically monitored, both internally and externally. Servers and software are updated on a regular basis to address various security updates as well as to maintain good system performance. Any issue that may arise with our system, whether it is software or hardware-related, is addressed with the utmost urgency 24 hours a day, 7 days a week.


EbixRCS is continuously improving its service by incorporating TrackCertsNow enhancements about every other quarter. These enhancements include new feature requests from our customers and overall improvements to certificate tracking workflow. All upgrades performed on TrackCertsNow applications are backwards compatible with all previous releases. Each release is tested thoroughly by EbixRCS QA team, which uses test plans, scripting tools, load test tools and ad hoc testing to ensure that all existing features continue to work properly as each new piece of functionality is developed. All existing and new functionality is tested in two environments (development and staging) before it is released to the production environment.

TrackCertsNow Implementation

Ebix RCS prides itself on quick and accurate implementation, which can occur in as little as three weeks. Our goal is to make the implementation process as proficient as possible so that our TrackCertsNow product can start tracking and managing your certificates thereby mitigating your liabilities. Our TrackCertsNow implementation team works with you to obtain the necessary information for your account and understands how best to organize your data so it is functional and accessible for you and your staff. This may include using our proprietary data scrubber to upload your existing data for TrackCertsNow as well as arrange for a live data feed from your corporate site to our database.

These tools allow our TrackCertsNow implementation team to upload and organize your information quickly and efficiently. Our primary goal is to automate as much of the setup as possible to ensure an efficient and accurate implementation process. Once your account is created we will gladly assist with user set up as well as train and support your users in your TrackCertsNow account.


"We couldn't be more pleased with the service we have received from Ebix RCS! The customer service is top notch and the product is far superior to what we have used in the past. We would highly recommend Ebix RCS as an insurance monitoring service to other Franchisers."

- Patricia A. Martin, Franchise Legal and Compliance Manager, Value Place

"Our company is extremely satisfied with the services you provide. Again, I'd like to thank you for all the work you do for us."

- Erick Miranda, Assistant Controller, Grunley Construction Company, Inc.

"Our organization's property management division teamed up with Ebix RCS (formerly ConfirmNet) in 2005 to annually track and manage thousands of certificates of insurance for our tenants. Most recently, I have had the pleasure of working with Ebix RCS's Engineering and Project Management Team to resolve internal data restructuring on our side that warranted some significant modifications to our account inside TrackCertsNow. Throughout the process, their team was not only knowledgeable and quick to respond but also a pleasure to work with. Their willingness to work with my company's technical department as well as myself made the project go smoothly and efficiently. I certainly appreciate all their hard work, dedication and excellent customer service."

- Tamara Clarke, RREEF

"Thanks to Ebix RCS, my call volume to subcontractors has been greatly reduced while my certificate compliance numbers have increased."

- Todd Robinson, Shea Homes

"The Transition from our previous insurance certificate tracking system to TrackCertsNow has been a great addition to our company's compliance procedures. Not only was the implementation process smooth and efficient but we were provided with excellent customer service and products that fit our business needs."

- Gold's Gym Franchising LLC

"After years of struggling to maintain certificates of insurance for thousands of projects, big and small, we now utilize what I feel is the most professional Certificate tracking company in the country-Ebix RCS. I use to cringe every time we had an accident that involved a contractor on my property because half the time, the certificate we were looking for or needed could not be found or was wrong. Now, it is not an issue with Ebix RCS as a part of the risk team."

- Joey Page, City of Plano

"At Capitol Aggregates, when it comes to tracking compliance with our insurance requirements, we have moved from the dark ages to the modern era with Ebix RCS. As a result we have significantly reduced our risk exposures and identified areas that needed attention. I suggest the full service selection due to the on staff professional review and compliance with requirements. Ebix RCS uses a proactive method of letter notification prior to expiration of a vendor insurance policy and protects Capitol from insurance coverage lapses. Thanks!"

- Mike Hrncir, Capitol Aggregates

Existing Users


Contact information

To learn more about Risk Compliance products or to speak to a representative, simply contact:

Sales : +1 949-428-7800 / 800-996-9964
Service : +1 770-624-2700, option 7

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