The construction industry is buzzing with exciting change, as technology opens doors to smarter ways of working and collaborating. The days of drowning in paperwork and chasing compliance are over — today’s construction leaders are discovering how AI and automation can turn traditional challenges into opportunities for growth and innovation.
Procore’s eye-opening Future State of Construction Report has perfectly captured this moment of transformation. Bringing together insights from over 1,200 construction professionals across eight countries, the report paints a picture of an industry ready to evolve and thrive through technology adoption.
Juggling multiple projects with dozens of subcontractors can feel like keeping plates spinning in a windstorm. Each vendor brings their own insurance requirements, compliance needs, and risk profiles to the table. Without the right tools, tracking certificates of insurance and verifying coverage across all these relationships becomes a time-consuming puzzle that can stall projects and create unnecessary friction with valuable partners.
But here’s the good news: AI, intelligent data management, and automation are coming together to make third-party risk management not just easier, but also more collaborative. Rather than adding complexity, these technologies are simplifying processes, creating transparency, and helping construction companies build stronger, more trusted relationships with their vendors and subcontractors.
The result? Projects that move forward faster, partners who feel supported, and teams free to focus on what they do best — building amazing things together.
The Data Challenge in Construction
Project inefficiency costs construction companies dearly. According to Procore’s report, nearly one-fifth of project time disappears while searching for data, with more than a quarter wasted on rework. These statistics reveal just how much productivity vanishes into administrative black holes, particularly when it comes to risk management and compliance documentation.
For teams handling third-party insurance verification, these inefficiencies create real-world consequences. A subcontractor ready to begin critical work may be forced to wait while someone tracks down their certificate of insurance buried in emails or shared drives. Once found, discovering coverage gaps creates difficult decisions: delay the project or proceed without proper protection. Either way, budgets suffer and relationships strain.
The compliance bottleneck effect ripples through entire projects. When insurance information exists in multiple locations — spreadsheets, email folders, paper files — tracking becomes inconsistent and visibility suffers. Project managers lose confidence in compliance status, often defaulting to lengthy verification processes that delay critical timelines. Meanwhile, vendors grow frustrated with repetitive requests and unclear requirements.
AI-powered solutions transform this landscape by automating document processing and centralizing information. Rather than spending hours manually reviewing certificates, technology can extract key details, compare them against requirements, and flag exceptions in moments. This shift from reactive to proactive management changes the entire rhythm of compliance.
Consider a multi-site construction company monitoring insurance across dozens of active subcontractors. With centralized, AI-enhanced systems, project managers gain immediate visibility into compliance status, upcoming renewals, and potential issues — all from a single dashboard. Communication becomes targeted and timely, vendors receive clear guidance, and projects move forward with confidence that risk is properly managed.
The Shifting Workforce and Its Impact on Risk Management
Construction faces a massive demographic transition in the coming years. Procore found that 53% of the current construction workforce is expected to retire by 2036, creating a significant knowledge transfer challenge across the industry. This generational shift will profoundly impact how companies manage third-party risk and compliance.
Many departing professionals carry decades of institutional knowledge about insurance requirements, vendor relationships, and compliance nuances that simply aren’t documented anywhere. These experienced team members instinctively know which subcontractors have historically maintained proper coverage, which insurance agents are responsive, and how to interpret complex policy language. Without proper knowledge transfer systems, this expertise walks out the door with each retirement.
Forward-thinking construction companies are rethinking their risk management processes to accommodate this workforce evolution. Rather than relying on individuals as knowledge repositories, they’re implementing systems that capture, preserve, and democratize compliance expertise, making it accessible to incoming professionals regardless of their insurance background.
AI and automation play a crucial role in this transition by serving as institutional memory and guidance systems. These technologies preserve vendor compliance history and relationship details, creating a persistent record that survives personnel changes. When questions arise about specific insurance requirements or policy language, AI assistants can provide instant, consistent guidance based on industry standards and company precedent.
Perhaps most importantly, modern insurance compliance platforms simplify complex processes for the incoming workforce. Rather than expecting new hires to immediately understand the nuances of additional insured endorsements or waivers of subrogation, smart tools guide users through requirements step by step, suggesting appropriate actions and explaining unfamiliar terms in plain language.
This shift toward accessible compliance systems strengthens vendor relationships by creating consistency and clarity regardless of who’s managing the process. Subcontractors and suppliers no longer experience different requirements or communication styles with each personnel change. Instead, they encounter a streamlined, transparent process that respects their time and simplifies compliance, building trust and continuity across projects and generations.
AI as a Trusted Partner in Construction Risk Management
Construction leaders are embracing artificial intelligence at remarkable rates. Procore’s research reveals that 59% of construction leaders are already using or planning to implement AI solutions in their operations. This rapid adoption signals a fundamental shift in how the industry approaches complex challenges like third-party risk management.
Traditional compliance management typically follows a reactive pattern: certificates arrive, someone eventually reviews them, issues are discovered, and then the back-and-forth begins to resolve deficiencies, often when project timelines are already tight. AI transforms this approach by shifting the entire process upstream, identifying and addressing compliance issues before they impact project schedules or create liability exposure.
AI’s practical applications in third-party risk management are already delivering results across the construction sector. Document processing that once took hours now happens in seconds, with AI automatically extracting key policy information from certificates and comparing it against requirements. Vendors and subcontractors receive instant feedback on their submissions, eliminating the uncertainty and delays that traditionally plague the compliance process.
Perhaps most valuable is AI’s ability to identify potential insurance policy coverage gaps that might otherwise go unnoticed and provide recommendations based on trained insights. Rather than simply verifying that a policy exists, advanced systems can detect missing endorsements, insufficient limits, or exclusions that could leave projects vulnerable. This proactive identification allows issues to be addressed well before they create liability or delay work.
Communication — often the weakest link in compliance management — becomes streamlined and consistent with AI assistance. Automated workflows ensure that the right notifications reach the right people at the right time, keeping everyone informed without overwhelming them with unnecessary details.
While technology handles data extraction, validation, and routine communications, construction professionals focus on relationship building, complex negotiations, and strategic decision-making. This human+AI partnership combines efficiency with the personal touch that maintains strong vendor relationships.
Practical Steps Forward
Ready to transform your construction insurance compliance and risk management approach? Here are four practical steps to help you leverage AI and automation while strengthening third-party relationships:
Evaluate Current Processes
First, take a good look at how things work today.
- How many hours does your team spend chasing after insurance paperwork?
- Where do things typically get stuck?
- How often do projects get delayed because of insurance issues?
Getting clear on these pain points helps you see exactly where improvements will make the biggest difference.
Standardize Requirements
Next, make your insurance requirements consistent and clear. Create simple templates that spell out exactly what coverage you need from subcontractors. When everyone on your team asks for the same information in the same way, it cuts down on confusion and makes compliance much easier for everyone involved.
Prioritize Vendor Experience
Think about insurance compliance from your subcontractors’ perspective. Make it easy for them to submit documents, give them immediate feedback on what they’ve provided, and explain requirements in plain English instead of insurance jargon. Remember, when your partners find you easier to work with than your competitors, they’ll prioritize your projects.
Leverage AI and Automation
Finally, put technology to work on the tedious stuff. Use AI to automatically check insurance documents as they come in, store everything in one central place where everyone can find it, and give subcontractors a way to check their own compliance status without having to call or email. This will free up your team to focus on actual building instead of paperwork.
When looking at technology solutions, always consider whether they’ll make life easier or harder for your subcontractors. The best systems are ones that everyone actually wants to use because they solve real problems.
The payoff goes beyond just saving time. You’ll have fewer coverage gaps that could lead to costly claims, you’ll get projects started faster, and you’ll build stronger relationships with your best subcontractors. That’s the kind of competitive edge that helps construction companies thrive in challenging times.
Building the Future Together
The construction industry’s evolution brings exciting opportunities for risk management. By merging AI efficiency with human expertise, companies gain tremendous advantages. Those embracing these changes will gain a powerful competitive edge in the years ahead.
Ready to learn more? Download Procore’s complete report for deeper insights, and discover how illumend, myCOI’s AI-powered platform, helps construction companies streamline third-party compliance while building stronger vendor relationships in this new era of construction.