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Free COI Tracking Spreadsheet Template (Excel & Google Sheets)
A ready-to-use certificate of insurance tracking spreadsheet for contractors and property managers. It has one row per policy, automatic days-left and status columns, color coding for expired and expiring coverage, and dropdowns for additional insured, waiver of subrogation, and endorsements.
The three example rows use made-up companies. Delete them before you start. Works in Excel, Google Sheets (upload, then open with Sheets), and Numbers.
What's in the template
| Columns | Why they're there |
|---|---|
| Sub / vendor, trade, contact | Who the certificate belongs to. The insured name on the COI should match the company on your contract exactly. |
| Agent / producer and agent email | From the Producer box on the ACORD 25. Agents issue certificates; going straight to them is usually faster than going through the sub. |
| Coverage, policy #, carrier | One row per policy. GL, auto, umbrella, and workers' comp often renew on different dates. |
| Limits | Each-occurrence and aggregate limits, so you can check them against your minimums at a glance. |
| Effective and expiration | The dates that drive everything else. |
| Days left and status | Calculated automatically. Expired rows turn red, under 30 days yellow, under 60 days purple. |
| Additional insured, waiver, primary & non-contributory | What the certificate says. Mark endorsements on file only when you have the actual endorsement pages. |
| Last requested and notes | When you last asked for a renewal, and anything still missing. |
How to run it every week
- When a new sub or vendor signs on, send them a COI request letter and add a row for every policy on the certificate they return.
- Check each certificate against your requirements using the subcontractor COI checklist. Note anything missing.
- Every week, filter the Status column. Email the agent for anything yellow or red and log the date in Last requested.
- Follow up at 7 days. Don't let a sub back on site with an expired policy.
Where spreadsheets fall short
The spreadsheet only knows what someone typed into it. It won't email the agent, notice that a renewed certificate dropped the additional insured box, or catch that the insured name doesn't match your contract. Most COI problems come from the follow-up that didn't happen, not from a missing column.
That's the part SubCover HQ does for you. We request certificates from your subs and their agents, read each one against your requirements, track every expiration date, and chase renewals until they come in. It's $99/month, and you can send us this spreadsheet to get started.
Common questions
Is a spreadsheet good enough to track certificates of insurance?
For a handful of subs, often yes, as long as someone checks it every week and actually sends the renewal requests. It breaks down when the list grows, when the person who owns it is busy, or when nobody reads the certificates closely enough to catch missing endorsements or low limits.
Should I track each certificate or each policy?
Each policy. One certificate can list four policies with four different expiration dates, so a single row per certificate hides lapses.
Does the template work in Google Sheets?
Yes. Upload the .xlsx to Google Drive and open it with Google Sheets. The formulas, dropdowns, and color coding carry over. A plain CSV is also included if you use another tool.
How often should I review the tracker?
Weekly. Request renewed certificates 30 to 45 days before expiration and follow up at 7 days, because agents usually can't issue the new certificate until the renewal is bound.
Is it really free?
Yes, no email required. If you'd rather not run the spreadsheet yourself, SubCover HQ collects, reads, and chases certificates for you for $99/month.
General information, not insurance or legal advice.
Done chasing certificates?
SubCover HQ collects, checks, and tracks your subs' and vendors' COIs for a flat $99/month. Cancel anytime.
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