Free template
Free COI Tracking Spreadsheet
A subcontractor certificate tracker for Excel or Google Sheets. Enter each policy's expiration date and the sheet tells you what is expired, what is expiring within 30 days, and what is current. No signup, no email required.
Works in Excel, Google Sheets, and Numbers.
What's in it
Subcontractor Tracker — one row per sub: contact, their insurance agent, and expiration dates for general liability, workers' comp, auto, and umbrella. Three columns calculate themselves: the earliest expiration across all four policies, days remaining, and status. Rows turn amber within 30 days and red once expired.
Your Requirements — a fill-in-once reference for what you require from every sub, including additional insured for ongoing and completed operations as separate lines, waiver of subrogation, and primary and non-contributory.
How to use — setup instructions and which date actually matters.
Which date matters
Every policy expires on its own date, and they rarely line up. A certificate with general liability expiring in March and auto expiring in August needs attention twice. The template tracks the earliest date, because that is the first day you lose coverage.
Where a spreadsheet stops working
A spreadsheet records what you already know. It cannot email your subcontractor, it cannot remind you, and it stays accurate only as long as someone remembers to update it. That is the failure mode of every tracking spreadsheet, including this one. Most contractors outgrow it somewhere north of ten to fifteen active subs — though it depends more on subcontractor turnover than headcount.
CertCove automates the request-and-remind loop, with a fresh request sent 30 days before anything expires.
Related reading
Frequently asked questions
- Is this really free?
- Yes. It downloads directly, with no signup and no email required.
- Does it work in Google Sheets?
- Yes. Upload it to Google Drive and open it with Sheets. The formulas and the colour rules carry over.
- How many subcontractors can it handle?
- The template has 200 rows ready to fill. The practical limit is not the row count — it is how reliably the sheet gets updated.
- Will it remind me when a certificate is about to expire?
- No. It shows you the status when you open it, but nothing in a spreadsheet reaches out to you or to your subcontractor. That is the main reason contractors eventually move to software.
- Do I need to keep the certificates themselves too?
- Yes. The spreadsheet tracks dates and status; you still need the certificate documents on file as evidence.
This template is informational and not legal or insurance advice. Coverage requirements and statutory rules vary by state and by contract — confirm your specifics with your insurance agent or counsel.