Free COI Tracking Spreadsheet for General Contractors
A free template to get started — and a free account when you're ready to stop maintaining it manually. First 25 subs tracked automatically, no credit card.
Free template below — or skip straight to automated tracking.
What the spreadsheet includes
A COI tracking spreadsheet is a manual tool for recording subcontractor insurance policy details — carrier, coverage types, policy numbers, and expiration dates — in a structured format that can be sorted and reviewed. The template is pre-formatted for general contractors, with the columns you actually need and conditional formatting instructions included in the file.
Template columns
Conditional formatting instructions are included in the file so expiring dates turn yellow and expired dates turn red automatically.
Where spreadsheets break down
The template is a good starting point. But if you're managing more than a handful of subs, you'll hit these walls fast.
Manual updates mean expired COIs stay green until someone notices
The spreadsheet only knows what you enter. If a sub's policy renews and they don't tell you, your records show the old date — and the conditional formatting keeps it green. You only find out at audit time, or after an incident.
No connection to state license databases — a suspended license looks fine
You can record a license number in a spreadsheet, but you can't check whether it's actually active today. A contractor's license can be suspended mid-project and your spreadsheet will never know. State databases don't email you when something changes.
No alerts — you find out at renewal, not 90 days before
Conditional formatting shows you what's already red. It won't email you 90 days before something turns red. That means you're always reacting, not managing. The sub doesn't get an alert either — so chasing the renewal still falls on you.
Version control issues when shared with your team
Who has the latest version? Did someone update the GL date or just move it by accident? Shared spreadsheets drift. Two people editing simultaneously creates conflicts. There's no audit trail showing who changed what or when.
No sub-facing upload — you still chase PDFs over email
The spreadsheet has no way to request a document. Every renewal means another email thread, another PDF saved to your desktop with a confusing filename, and another round of manual data entry before the expiration date is updated.
Spreadsheet vs. TrackMyVendor
| Spreadsheet | TrackMyVendor | |
|---|---|---|
| Expiration alerts | Conditional formatting only — no emails | Automated at 90 / 60 / 30 / 7 days |
| COI data entry | Manual — you read the PDF and type dates | AI extracts dates from uploaded PDF |
| Sub document collection | Email chains, attachments, manual saving | Magic link — sub uploads directly |
| License status | Static record — never auto-updated | Live check against TX / FL / CA state DBs |
| Team collaboration | Version conflicts, no audit trail | Shared dashboard, role-based access |
| Cost | Free — but requires constant manual work | Free for first 25 subs, $39/mo after |
Just the template
Download the spreadsheet
Free .xlsx template, no sign-up required. Works for small rosters where manual tracking is manageable.
Download free template →Start free with TrackMyVendor
Automated COI tracking
Free for 25 subs. AI parses COIs, verifies licenses live, sends expiry alerts. No spreadsheet maintenance.
Get started free — no credit card →Frequently asked questions
Is the COI tracking spreadsheet really free?
What's the difference between a spreadsheet and COI tracking software?
How do I track COI expiration dates automatically?
Start free — 25 subs included, upgrade when you need it
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