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COI Tracking: Spreadsheet vs. Software vs. Done-for-You Service
Every contractor and property manager who collects certificates of insurance ends up choosing one of three approaches, whether they think of it that way or not. Here's an honest look at each, including when SubCover HQ isn't the right fit.
Option 1: A spreadsheet (and an inbox)
Most small companies start here. One row per sub, columns for each policy's expiration date, and a folder of PDFs.
Good for: a handful of subs or vendors who don't change much, and someone who reliably opens the sheet every week.
Where it breaks: the spreadsheet doesn't send anything. Someone still has to notice an upcoming expiration, email the sub or agent, follow up when they don't answer, read the new certificate, and update the row. Reviewing each certificate against your requirements is manual too, which is where missed endorsements and low limits slip through.
Cost: free in dollars, paid in staff time. Our free COI tracking spreadsheet template is a solid starting point if this is you.
Option 2: COI tracking software
Software tools store certificates, track expiration dates, and send automated reminder emails to subs. Some read certificates automatically.
Good for: companies with an admin or risk person who has time to run the system, review exceptions, and handle the replies.
Where it breaks: software sends reminders, but it doesn't make a sub's agent answer. Automated emails are easy to ignore, and somebody on your team still has to interpret deficient certificates, request endorsements, and follow up by hand. Setup and onboarding also take time, and pricing often scales with the number of vendors or users.
Option 3: A done-for-you service
A service does the work itself: it requests certificates from subs and their agents, checks each one against your requirements, tracks expirations, chases renewals, and reports what's out of compliance.
Good for: small and mid-sized contractors and property managers who don't have a dedicated person for insurance paperwork, and want it handled rather than managed.
Where it breaks: you're relying on someone else's process, so you want clear reporting and quick answers. Large enterprises with complex, multi-entity programs may need a bigger, custom setup.
Side by side
| Spreadsheet | Software | Done-for-you | |
|---|---|---|---|
| Tracks expiration dates | Manually | Yes | Yes |
| Requests certificates and renewals | You do it | Automated emails | Done for you, including the agent |
| Follows up when nobody answers | You do it | Reminder emails | Done for you |
| Checks limits and endorsements | You do it | Varies | Done for you |
| Your weekly time | Highest | Medium | Lowest |
How to choose
- Under about 10 subs or vendors, few changes: a well-kept spreadsheet can be enough. Set a weekly calendar reminder to check it.
- You have a person whose job includes compliance: software can give them better tools.
- Nobody really owns it, or expirations keep slipping: a done-for-you service is usually cheaper than the staff time and the risk of an uninsured claim.
A quick way to decide: count the hours your team spent on COIs last month, including chasing and reviewing, and multiply by what that time costs. SubCover HQ is $99 a month for the whole loop, handled.
This guide is general information, not insurance or legal advice.
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