Free spreadsheet template
Free subcontractor COI tracker spreadsheet
Start with a clean spreadsheet for subcontractor insurance certificates. Track GL, workers comp, auto, umbrella, earliest expiry, follow-up dates, and review notes without booking a demo or talking to sales.
The template is a starter tool, not legal or insurance advice. Your team remains responsible for confirming coverage, endorsements, and job-specific requirements.
Subcontractor COI tracker
| Sub | GL expiry | WC expiry | Days | Status |
|---|---|---|---|---|
| Alamo Plumbing | 2026-07-15 | 2026-07-15 | 45 | Current |
| Hill Country Electric | 2026-06-11 | 2026-06-11 | 11 | Expiring soon |
| Lone Star Roofing | Blank | 2026-09-01 | Review | Missing dates |
| Cedar Creek Concrete | 2026-05-12 | 2026-05-12 | -19 | Expired |
Formula columns calculate earliest expiry, days left, current status, and the next follow-up date.
What is inside
Built for the spreadsheet stage.
Sub roster
Company, contact, trade, project, owner, and review notes in one list.
Renewal math
Earliest expiry, days left, status, and next follow-up formulas.
Requirement flags
Columns for additional insured and waiver of subrogation checks.
Audit trail starter
Received date, request date, owner, and notes for the paper trail.
When the sheet breaks
Spreadsheets fail at the handoff.
The spreadsheet is useful until COIs start moving across inboxes, projects, approvals, and renewal requests. That is where the same pain comes back under a different file name.
A subcontractor sends a revised COI and nobody knows which file is current.
The sheet says current, but the endorsement language does not match the job.
A renewal email sits in one inbox while accounting releases payment.
An auditor asks who approved an exception and the answer lives in a thread.
Self-serve next step
When chasing renewals becomes the job, automate it.
- AI drafts ACORD 25 fields instead of making you copy them.
- Subs upload renewals through a no-login magic link.
- Reminder emails go out before the expiry date.
- Approvals, edits, reminders, and exceptions stay in the audit trail.
FAQ
Is this COI tracker spreadsheet really free?+
Yes. The spreadsheet template is free to copy in Google Sheets or download as an XLSX file. COI Compass itself is paid software with a 14-day no-card trial.
Who should use the spreadsheet instead of software?+
A GC with fewer than 10 active subcontractors can often manage COIs with a disciplined spreadsheet and calendar reminders. Once renewals, re-uploads, and audit questions start piling up, software usually earns its keep.
Does the spreadsheet verify insurance coverage?+
No. It helps you track dates, follow-ups, and review notes. It does not verify policy validity, endorsements, limits, or legal sufficiency. COI Compass can extract fields and support requirement checks, but your team remains the final reviewer.
Do I have to book a demo to try COI Compass?+
No. Pricing is public and the trial is self-serve. You can start with the spreadsheet, then move to COI Compass when the sheet becomes the bottleneck.