Free COI tracking spreadsheet for general contractors

What's in the template

The workbook has three tabs.

1. COI Tracker

One row per subcontractor, with columns for each policy you usually require: general liability, auto, umbrella and workers' compensation. Enter each expiration date and the first three columns fill in by themselves:

• Next expiration: the earliest date across all of the sub's policies.
• Days left: how many days until that date.
• Status: Current, Expires soon (30 days or less), Expired, or Missing dates, each with its own color.

Five yes/no columns record the checks that matter beyond dates: additional insured on general liability, waiver of subrogation, primary and noncontributory, endorsements on file, and whether the certificate meets your project's requirements. Any "N" turns red.

The template comes with these three example rows (fictional companies) so you can see each status. Delete them when you add your own subs.

2. Requirements

A place to write down what your subcontract requires: limits for each coverage line, additional insured, waiver of subrogation, primary and noncontributory, carrier rating, and when renewals are due. It lists amounts often seen in subcontracts, such as $1,000,000 per occurrence and $2,000,000 aggregate for general liability, as examples only. Your contract decides.

3. How to use

Short instructions, the status colors, and how to move the file into Google Sheets.

Set it up in 15 minutes

1. Fill in the Requirements tab from the insurance clause in your subcontract. If your projects use different requirements, make a copy of the tab for each set.
2. Delete the three example rows on the COI Tracker tab.
3. Add a row for each sub. Use the legal name exactly as it appears on the subcontract. If one sub works on several projects with different requirements, give each project its own row.
4. Enter what's on each certificate: limits, expiration dates, and the producer (the insurance agent) with their email. You'll contact the agent, not the sub, for renewals. Not sure what to look for? Use our box-by-box certificate checklist.
5. Fill in the yes/no checks once you've seen the endorsements.

A ten-minute weekly routine

• Every Monday, sort by Days left, smallest first.
• For anything under 30 days, email the agent for a renewal certificate and put the date in "Renewal requested."
• For anything Expired, call the agent, and tell whoever releases payments to hold that sub.
• Before every payment run, check the Status column for each sub being paid.
• When a new certificate arrives, update the dates and keep the old certificate in your files. Claims about finished work can come up years later.

Using it in Google Sheets

Upload the file to Google Drive, open it, and choose File → Save as Google Sheets. The formulas, colors and Y/N dropdowns carry over, and you can share the sheet with your team.

When a spreadsheet stops being enough

A spreadsheet works well for a handful of subs. It starts to slip when:

• you have more than fifteen or twenty subs, and renewals land every week;
• several people update it and nobody is sure which copy is current;
• no one remembered to open it on Monday, because a spreadsheet can't email anyone;
• you need to show an owner, lender or auditor what was on file, and when.

Common questions

This template and guide are general information for general contractors, not legal or insurance advice. Your subcontract decides what your certificates must show; your insurance broker or attorney can confirm what's acceptable for your projects and your state.