Free COI Tracking Spreadsheet Template (With Formulas)
The CertifiKit team
Certificate-of-insurance desk
Download the free COI tracking spreadsheet to record vendor policy dates, flag approaching expirations, and organize missing-document follow-up. The Excel workbook includes formulas, filters, a blank tracker, and fictional examples. It tracks dates and review notes; it does not determine insurance coverage.
Download the free Excel COI tracking template (.xlsx)
No account or email address is required. The workbook has no macros and does not send your records to CertifiKit.
What is included in the template?
- Instructions: a short setup guide, review date, and editable warning period.
- Tracker: 100 prepared policy rows with filters, expiry formulas, and a document-review dropdown.
- Examples: fictional entries showing expired, approaching, current, missing, and invalid dates. Use these to understand the sheet; they are not real vendors.
The review date defaults to TODAY(). The warning period defaults to 30 days and includes the boundary: a policy with exactly 30 days remaining is flagged as EXPIRING. Change these inputs on the Instructions tab.
Why use one row per policy rather than one row per vendor?
A vendor's general liability, workers' compensation, auto, and umbrella policies can have different expiration dates. Separate rows let you filter and follow up on each one without putting several dates into a single cell.
For example, enter the same vendor twice if its general liability policy renews in September and its workers' compensation policy renews in December. Record each policy number and date on its own row. See the ACORD 25 walkthrough to locate those fields.
Which columns do I fill in?
The table starts at row 6; the first entry is row 7.
| Column | Field | What to enter |
|---|---|---|
| A | Vendor | Business whose policy you are recording |
| B | Policy type | General liability, workers' compensation, auto, umbrella/excess, or other |
| C | Policy number | Identifier from the relevant certificate row |
| D | Expiration date | A real spreadsheet date, displayed as year-month-day |
| E | Days remaining | Calculated; leave the formula in place |
| F | Expiry status | Calculated; leave the formula in place |
| G | Evidence review | Not reviewed, Documents missing, or Review recorded |
| H | COI received | Date you received the document |
| I | Next follow-up | Date you plan to request an update or clarification |
| J | Owner | Person responsible for the next action |
| K | Certificate file link | Location of the certificate in your approved storage |
| L | Requirements / notes | Limits, endorsement references, open questions, and review notes |
Record an unclear insured name as a question for the producer rather than silently changing it. For supporting documents, use the certificate holder and additional insured guide.
How do the expiration formulas work?
In E7, days remaining is calculated only when the vendor is entered and D7 contains a positive numeric date:
=IF(OR(A7="",NOT(ISNUMBER(D7))),"",IF(D7<=0,"",D7-'Instructions'!$B$4))
Column F uses those days, the date input, and the warning period in Instructions!B5:
| Expiry status | Meaning |
|---|---|
| Blank | No vendor name has been entered |
| MISSING DATE | The expiration-date cell is empty |
| CHECK DATE | The value is text or a nonpositive number |
| EXPIRED | The date is before the review date |
| EXPIRING | Zero through the selected warning days remain |
| DATE CURRENT | The recorded date falls beyond the warning period |
An expiration today is flagged for attention. The sheet compares calendar dates; it does not interpret a policy's expiration time. Excel stores dates as numbers, so check that a numeric entry displays the date you intended.
The template already contains the formulas through row 106. For more rows, copy a complete prepared row, including its formulas and formatting, and extend the table filter. Copying only values will remove the calculations.
How should I use the tracker each week?
- Open the workbook and confirm the review date and warning period.
- Filter Expiry status for EXPIRED, EXPIRING, MISSING DATE, and CHECK DATE.
- Check Evidence review for Documents missing, even where the expiry date is current.
- Record a next follow-up date and an owner for each unresolved item.
- When new documents arrive, update the relevant policy row and preserve the previous certificate in your document storage.
The sheet does not send renewal emails. Our vendor certificate request templates can help you prepare a specific follow-up.
Does DATE CURRENT mean the vendor is compliant?
No. It only describes the date entered in that row. It does not establish that the policy is authentic, still in force, sufficient for your requirements, or supported by the required endorsements. Evidence review remains a separate manual field.
The workbook also does not provide an immutable audit trail or verify that a linked file is accessible. Keep the underlying documents and the reasons for your review decisions in your organization's approved storage.
When should I move beyond a spreadsheet?
Consider a different workflow when assigning follow-ups, collecting renewals, or preserving review history becomes difficult to maintain. There is no universal vendor-count threshold: the work depends on policy count, turnover, and requirements.
The free COI checker can help extract reported certificate fields and compare them with selected requirements. You still need to resolve missing evidence and policy questions. For ongoing collection and tracking, see product pricing.
This template provides decision support, not insurance, legal, or coverage advice. Confirm requirements and policy interpretation with your insurance professional.