Guides / Free tool

Free COI Expiration Tracker

Free · No sign-up · Updated Oct 28, 2026

Add each sub's or vendor's policies and expiration dates below. The tracker sorts them by date, flags anything expired or expiring within 30 and 60 days, and writes the renewal-request email to the insurance agent for you. Export to CSV anytime.

How to use it

1. Enter one row per policy, not per certificate. Each coverage line on an ACORD 25 can expire on a different date.
2. Add the agent's email from the Producer box on the certificate. Agents usually respond faster than subs.
3. Check back weekly. Anything in yellow or red gets a renewal email with one click.
4. Export to CSV for your files or your insurer's audit.

Not sure what to look for on the certificate itself? Read how to read an ACORD 25 and grab the free subcontractor COI checklist.

Common questions

How far ahead should I request renewed certificates?

Start 30 to 45 days before a policy expires. Agents often can't issue a renewal certificate until the new policy is bound, so a first request at 30 days and a follow-up at 7 days catches most renewals before they lapse.

Do I need to track each policy separately?

Yes. A single ACORD 25 can list general liability, auto, umbrella, and workers' comp with different expiration dates. A sub can be fully covered on GL and lapsed on workers' comp at the same time.

Will I be notified if a sub's policy is canceled?

Usually not. The current ACORD 25 only promises notice 'in accordance with the policy provisions', and most policies don't require notice to certificate holders. Tracking expiration dates and re-requesting certificates is the practical protection.

Is this tracker really free?

Yes. It runs entirely in your browser with no sign-up. If you'd rather not chase agents yourself, SubCover HQ does the collecting, checking, and chasing for $99/month.

General information, not insurance or legal advice.