Free COI tracking spreadsheet template

What's inside

• COI Tracker sheet: one row per policy, with vendor, project, broker contact, policy details, dates and limits.
• Automatic Days to expiry and Status: Expired (red), Expiring soon within 30 days (amber), Current (green).
• Limits OK column that compares each-occurrence limits to your minimums.
• Y/N columns for additional insured, waiver of subrogation, primary and non-contributory, and endorsements received.
• Requirements sheet where you set minimum limits once.
• Filters and frozen headers for 500 rows, plus a how-to-use sheet.

How to use it

• Set your minimum limits on the Requirements sheet.
• Add one row for each policy on each certificate (a typical vendor has 3–4 rows).
• Sort or filter by Status every week and request renewals for anything amber or red.
• Delete the two sample rows before you start.

Where spreadsheets break down

A spreadsheet only knows what someone types in. It can't read a certificate, check the endorsement pages, notice that the named insured is the wrong company, or stop a payment to a vendor whose insurance just lapsed. With more than a few dozen vendors, keeping it current becomes a part-time job.

When you get there, myCertGate reads each COI with AI (a person approves every result), tracks every expiration on a Renewal Board, and holds vendor payments until insurance, lien waiver and W-9 all pass.