Every field an auditor asks about
Vendor, contact, coverage type, carrier, policy number, coverage limit, effective and expiration dates, owner, and where the certificate PDF lives.
Free template
Free COI tracking spreadsheet template.
Track certificates of insurance from vendors and subcontractors in Excel or Google Sheets. Expiration countdowns, automatic status highlighting, and every column an auditor expects — free, no email required.
What’s inside
Expiration countdown and status — automatic
Days-to-expiration and a status column calculate themselves: red for expired, orange inside the 30-day window, green for current. Change the warning window with one edit.
Built for follow-up, not just filing
A "last requested" column so chasing vendors doesn't depend on memory, and filters so a weekly sort by status shows exactly what needs attention.
How to use it
- Replace the example row with your first vendor. One row per certificate — a vendor with General Liability and Workers' Comp gets two rows, because the policies expire on different dates.
- Fill in the yellow cells only; days-to-expiration and status compute themselves from the expiration date.
- Sort or filter by the status column once a week and chase everything orange or red.
- Log the date you requested an updated certificate, so follow-ups survive vacations and job changes.
The workbook opens in Excel, Google Sheets (File → Import), and LibreOffice. A “How to use” tab repeats these instructions for whoever inherits the file.
Where the spreadsheet stops working
This template tells you a certificate is expiring. It can’t email the vendor, repeat the reminder until someone acts, collect the new certificate details, or prove to an auditor who verified coverage and when. When chasing COIs becomes someone’s part-time job, that’s the point of insurance certificate tracking in Latchwork Cadence: automated reminder cadences, secure links vendors use to submit their own certificate details, and an audit trail that proves diligence.
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