Home / Compare COI tracking options

COI tracking options compared: spreadsheet vs. software vs. done-for-you

For general contractors and property managers deciding how to track certificates of insurance

There are three ways to keep track of your subs' and vendors' certificates of insurance: do it yourself in a spreadsheet, buy self-serve COI tracking software and run it yourself, or hand the whole job to a done-for-you service. Each one fits a different kind of team. Here's an honest side-by-side so you can pick the right one, even if it isn't us.

Side-by-side comparison

Self-serve software varies widely by vendor; the middle column describes the typical setup, not any specific product.

Option 1: A spreadsheet

A spreadsheet is the right call when you have a few vendors who rarely change and someone with the time to stay on top of it. Grab our free COI tracking spreadsheet, which flags expiring policies automatically.

Where it breaks down: each vendor has several policies that expire on different dates, certificates arrive as PDFs in someone's inbox, nobody checks the additional insured or waiver boxes against the contract, and follow-ups slip when the office gets busy. Most gaps surface after a claim or at audit time, when it's too late to fix them cheaply.

Option 2: Self-serve COI tracking software

Software gives you one place to store certificates, automatic expiration alerts, and reminder emails. It fits best when you have a dedicated person, such as a compliance coordinator or project admin, who will set up requirements, review each certificate, and work the exceptions.

Where it breaks down: the software reminds, but people still have to read certificates, compare them to the contract, call agents about wrong wording, and decide what's acceptable. Without an owner, alerts pile up unread. Many tools also price by vendor count or tier, so check what your real roster would cost.

Option 3: A done-for-you service

A done-for-you service handles the work itself. With SubCover HQ, you give us your vendor list and your requirements, and we:

• Request certificates from each sub or vendor and their insurance agent
• Read every certificate with AI plus human review and check limits, additional insured, waiver of subrogation, and dates against your requirements
• Track every policy's expiration and request renewals before they lapse
• Chase missing, expired, or deficient certificates until they're fixed, and escalate the stubborn ones to you
• Send you a weekly compliance report (see a sample)

Where it's not the best fit: if you have hundreds of vendors and a full compliance team, an enterprise platform your team runs may suit you better. If you have three vendors, a spreadsheet is enough.

How to decide in two minutes

1. Count your active subs and vendors. Under about 10 with little turnover: a spreadsheet is fine. Between 10 and 100: the work starts to cost real hours each week.
2. Ask who owns it today. If the honest answer is "whoever has time," software alone won't fix that, because someone still has to work the alerts.
3. Price the staff time. Our COI tracking cost calculator estimates what tracking in-house costs you per year.
4. Check your current gaps. The free COI risk assessment scores your process in about two minutes.

Common questions

What is the cheapest way to track certificates of insurance?

A spreadsheet costs nothing in software, but someone still has to request, read, file, and chase every certificate. For a handful of vendors that is fine. Once you have dozens of subs and vendors, the staff time usually costs more than the software or service would.

What's the difference between COI tracking software and a done-for-you COI service?

Self-serve software gives you a system to store certificates and send automated reminders, but your team still reviews certificates and handles the back-and-forth. A done-for-you service does that work for you: it requests certificates, reads and checks them against your requirements, chases subs and their agents, and reports the gaps.

When does a spreadsheet stop working for COI tracking?

Usually when you pass about 15 to 20 active subs or vendors, have multiple policies per vendor with different expiration dates, need additional insured and waiver endorsements checked, or when the person who kept the spreadsheet leaves or gets busy.

Do I still need to set my own insurance requirements?

Yes. Whichever option you pick, your contracts, broker, and attorney decide the limits and endorsements you require. A tracking system or service checks certificates against those requirements; it does not decide them.

How much does SubCover HQ cost?

$99 per month or $990 per year, with no per-vendor fees, no setup fee, and no contract. It is built for teams with roughly 10 to 100 subs and vendors.

Can I switch from a spreadsheet to SubCover HQ?

Yes. Send us your vendor list (our free roster template works, or your existing spreadsheet) and your requirements, and we take it from there.

Also see SubCover HQ for general contractors and property managers, or browse our COI guides.

SubCover HQ is an administrative service. It is not insurance, a broker, or legal advice.