Free COI Tracking Spreadsheet Template
A live certificate of insurance tracker for your subcontractors. Add vendors, enter expiry dates, and see green / yellow / red status against today — then export the spreadsheet. No signup, no card.
Add a vendor above or import a CSV to see live expiry status.
A COI tracking spreadsheet template that actually watches the dates
Most general contractors track subcontractor certificates of insurance in a spreadsheet: a row per vendor, a column for the COI expiration date, and conditional formatting that turns cells red when they lapse. The problem is that a downloaded spreadsheet is dead the moment you save it. The traffic lights only recalculate when you reopen the file — and nobody reopens it — so COIs expire silently and you find out when an incident lands on an uninsured sub.
This free certificate of insurance tracker fixes that. Add your subcontractors (or paste a CSV export from QuickBooks or Excel), enter each COI's expiry date, and it computes status live against today: green when the certificate is active, yellow when it expires within 30 days, and red once it's lapsed. Sorting, pasting, and editing never break the formatting, and you can export the exact spreadsheet to CSV any time — so you get the downloadable template and a tool that keeps working.
How to track subcontractor insurance
The expiration date you need is on each subcontractor's ACORD 25 certificate, in the per-policy expiration column. Record it here for every sub, watch the status column, and chase any COI that turns yellow — 30 days out gives the sub and their agent time to renew before coverage lapses. When you sign up, StrikeDocs does the watching and the chasing for you, starting from the exact roster you build on this page.
Related free tools
- Free COI audit — check each sub's certificate against your insurance requirements.
- ACORD 25 fillable form — produce a clean certificate of liability insurance PDF.
- Endorsement decoder — what CG 20 10, CG 20 37, and other endorsement codes mean.
FAQ
How do I track certificates of insurance for subcontractors?
List each subcontractor, record their COI's expiration date and coverage, and check the dates regularly. This free tracker does the checking for you: paste your vendor list (or add them one at a time), enter each expiry date, and it shows live green/yellow/red status against today's date — then exports to CSV so you keep a copy.
What's the best COI tracking spreadsheet template?
A plain spreadsheet template only changes color when you reopen it and its TODAY() formula recalculates — so lapses slip through. This tracker computes status server-side every time you open it, never breaks when you sort or paste, and you can still export the exact spreadsheet. It's a live tracker plus the downloadable template.
How do I know when a COI expires?
Enter the expiration date from each certificate (it's on the ACORD 25, in the per-policy expiration column). The tracker marks anything past today as expired (red), anything within 30 days as expiring soon (yellow), and everything else as active (green).
How far in advance should I chase an expiring COI?
Thirty days is the common rule — it gives the subcontractor and their agent time to renew and reissue the certificate before coverage lapses. This tracker flags COIs at the 30-day mark; StrikeDocs can chase the subcontractor automatically at that point.
Is it free?
Yes — the tracker and the CSV export are completely free, no signup and no card. Signing up adds automatic expiry monitoring and chases on top of the roster you've already built.