Free COI tracking spreadsheet for general contractors
Track every subcontractor's certificate of insurance in one sheet. Enter the expiration dates and the spreadsheet tells you who's covered, who's expiring in the next 30 days, and who has lapsed, so you know before you cut a check.
Free. No signup needed. Works in Excel and Google Sheets.
What's in the template
- Subs tab: one row per subcontractor, room for 100. Company, trade, contact, their insurance agent, and expiration dates for general liability, auto, workers' comp and umbrella.
- Automatic status: the sheet finds each sub's soonest expiration and marks it Covered, Expiring (30 days or less), Expired or Missing. Colors update every time you open it.
- Hold payment column: any sub whose coverage has expired is flagged HOLD, so it's hard to miss when you're paying invoices.
- Summary tab: how many subs are covered, expiring, expired, or missing dates, plus how many don't have a signed subcontractor agreement on file.
- Renewal email template: a ready-to-send request for the renewed certificate, with the sub's insurance agent copied (the agent usually sends it faster than the sub).
- Checklist columns: subcontractor agreement on file, and whether you're named as additional insured.
How to use it
- Delete the two example rows on the Subs tab.
- Add each sub you're working with, with their contact and their insurance agent's email.
- Enter the expiration dates from each certificate (ACORD 25). Leave a policy blank if the sub doesn't carry it. For a workers' comp exemption, type “Exempt”.
- Open it once a week. Sort or filter by Status. Anyone Expiring gets the renewal email; anyone Expired gets flagged before you pay them.
Why a spreadsheet only gets you halfway
A spreadsheet tells you who's expiring, but only when you open it. Someone still has to notice, email the sub, copy the agent, follow up, and update the dates when the new certificate arrives. That chasing is where most of the time goes, and where lapses slip through.
COI Keeper does that part for you. Forward the certificate your sub emailed you and the dates are read automatically. Subs and their agents get reminders 30 days, 14 days and on the day coverage expires, with a link to upload the renewal. Lapsed subs are flagged “Hold payment”. Free during the beta.
Read: how to track subcontractor certificates of insurance →
FAQ
Does it work in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets. The formulas and colors carry over.
Which dates should I track?
The expiration date of each policy on the certificate: general liability, auto, workers' compensation and umbrella/excess if the sub carries it. The sheet uses the soonest one to set the status.
What does "Expiring" mean?
The soonest policy expires within 30 days. That's a good time to request the renewal so it arrives before the old one runs out.
What about subs with a workers' comp exemption?
Type "Exempt" in the workers' comp column and the sheet ignores it when working out status. Check your state's rules: in some states, like Florida, an exemption covers only the owner, not the sub's employees.
Does a certificate prove a sub is covered?
A certificate is a snapshot of coverage on the day it was issued. It doesn't guarantee the policy stays active or that a claim will be paid. Ask your own insurance agent what you should require from subs.
Is it really free?
Yes. No signup, no card. It's made by COI Keeper, which automates the reminders if you outgrow the spreadsheet.