Free COI tracking spreadsheet template
A simple certificate-of-insurance tracker for general contractors and property managers. It covers every subcontractor and their GL, workers' comp, auto and license expiry dates in one sheet. It opens in Excel, Google Sheets or Numbers.
What's in the template
- Name, Contact, Email, Phone, Trade: who the vendor is and who to chase.
- General Liability COI: the expiry date from the ACORD 25 certificate.
- Workers' Comp COI: expiry date, or note the state exemption.
- Auto Liability COI: for vendors who drive on your jobs.
- Contractor License: state or local license expiry.
- W-9: "Yes" once you have it (W-9s don't expire).
- Notes: endorsements, additional insured, waiver of subrogation, and so on.
Dates work as YYYY-MM-DD or MM/DD/YYYY. Sort by the earliest date to see who to chase next.
A 5-step process that actually keeps COIs current
- Decide what you require from every sub and write down your certificate-holder name and address once.
- Ask for renewals 30 days before expiry, not on the day it lapses. Agents need a week or two.
- Follow up at 14, 7 and 1 days, then weekly after it expires. Most renewals arrive after the second nudge.
- Make it easy: one link and no login. Ask subs to forward your email to their insurance agent.
- Review before you file: check the holder name, dates and limits, and reject with a one-line reason if something is wrong.
Why spreadsheets break down
The spreadsheet tells you what expired. It doesn't do the chasing. Every week someone has to sort the sheet, write the emails, keep track of who replied, open the PDFs and update the dates. When that person is busy, a certificate lapses, and an uninsured claim can end up on your policy.
Let GreenlightSubs do the chasing
Import this exact template into GreenlightSubs and every vendor automatically gets a secure upload link 30/14/7/1 days before anything expires, plus weekly nudges after. Vendors don't need an account. You approve each upload and always have a dated compliance report to hand your insurance auditor. Free for up to 5 vendors.
GreenlightSubs tracks documents and reminds vendors. It doesn't verify coverage with insurers, so always review the certificate itself.