A certificate of insurance (COI) is an ACORD-25 form naming a broker as certificate holder, proving your carrier is insured. Brokers require one before they'll pay, often before they'll even tender a load, so a missing COI is a revenue delay, not a paperwork nuisance.
Only your insurance agent or insurer can issue a COI. Freigent can't, and neither can you from the app. What Freigent does is run the entire loop around it so you never touch it.
The loop
- Trigger: a broker needs a cert on a booked load, or a task declares the need (for a broker already on your broker list; a request from anyone else waits for your approval, see below). Freigent raises it as a task; it does not refuse or block your booking.
- Request: Freigent emails your insurance agent, from your own connected mailbox, asking for the cert with the broker-named coverage levels (typically $1M auto liability, $100K motor truck cargo, $1M general liability).
- Deliver: your agent sends the certificate directly to the broker and copies Freigent. This direct delivery is deliberate: brokers screen dispatcher-forwarded PDFs as potential forgeries; what they verify is the policy, so the cert has to come from the agent.
- Record: the copied cert is matched automatically and logged against the load. Future requests for the same broker reuse what's on file while it's fresh.
- Renew: when a cert goes stale, the loop runs again.
Who gets a COI automatically
Only a broker you already work with: the request has to come from an email address, or a broker's own company domain (not Gmail, Outlook or another free-mail domain), that is on your broker list in Freigent. Then Freigent sends the COI on file, or asks your agent for one, without waiting for you.
A COI request from anyone else becomes a task in Workflow with their address. Nothing is sent and your agent is not asked until you approve that task. Collected COIs are a known way to pose as a carrier and double-broker its loads, so an unknown requester always waits for you.
What you do
Nothing for brokers you already work with. Approve or reject a COI request from a broker Freigent doesn't know yet (it shows up in Workflow). The one-time step is making sure your insurance agent's contact is on file with Freigent; after that, an agent who has issued one cert for you is treated as authorized and never re-vetted.
Related: Safety & Compliance · Booking Assistant