Free COI tracking spreadsheet template

A spreadsheet is a fine way to start tracking vendor certificates of insurance. Here's a template, the columns that matter, and a formula that flags policies before they expire.

Download the template (CSV). It opens in Excel, Google Sheets (File → Import), or Numbers.

The columns to track

Vendor name, exactly as it appears as the insured on their certificate
Contact email for whoever sends you certificates, often their office manager or agent
Vendor type (plumbing, landscaping, cleaning…), because requirements usually differ by type
One expiration column per coverage: general liability, auto, workers' comp, umbrella. Policies rarely expire on the same day, so a single "expires" column hides problems.
Additional insured (yes/no), if your contracts require it
Notes for follow-ups, like "asked agent for corrected certificate on 3/2"

Flag expiring policies automatically

Add a status column that looks at the earliest expiration. With expirations in columns E through H, this formula works in both Excel and Google Sheets:

=IF(MIN(E2:H2)<TODAY(),"EXPIRED",IF(MIN(E2:H2)-TODAY()<=30,"Expiring","OK"))

Then add conditional formatting to color "EXPIRED" red and "Expiring" yellow, and sort by that column every Monday.

When a spreadsheet stops being enough

The spreadsheet tells you who's expiring. It doesn't do the work that follows. Teams usually outgrow it when:

Someone spends an hour or more a week emailing vendors for renewed certificates.
Certificates sit in an inbox and never make it into the sheet.
Nobody checks limits or the additional insured box, only dates.
A vendor shows up on site with coverage that lapsed last month.

If that's you, the vendor columns of this template (name, email, contact, type) import straight into COI Relay. From there it collects and reads each certificate, checks it against your requirements, and emails vendors before their coverage lapses. Want to see what's on a certificate right now? Try the free certificate checker.

Let the reminders run themselves

COI Relay reads every vendor's certificate, checks it against the requirements you set, and emails vendors before their coverage expires. Built for property managers and contractors with 20 to 500 vendors.

See plans

This guide explains what certificates show. It isn't insurance or legal advice; ask your broker or attorney what to require.