Guide
How to track subcontractor certificates of insurance
To track subcontractor certificates of insurance: collect one before work starts, check it against your contract, log the policy expiration dates, set reminders ahead of each expiration, chase renewals with the sub and their agent, and keep a record of each check. A spreadsheet works for small lists; larger lists need software or a service.
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Free COI auditWhat are the steps?
- Require the certificate before the first day on site. Make it a condition of mobilization, not a follow-up.
- Check it against your contract. Limits, holder name, additional insured, waiver of subrogation, project description.
- Log every policy expiration date, not just one date per vendor. GL, auto, umbrella and workers’ comp renew separately.
- Set reminders 30 and 10 days before each date.
- Chase the sub and their agent. Agents issue the renewal certificate; subs often forget to ask.
- Record who checked what and when. That is your audit trail.
Does the policy cover your whole job?
Use the checker above: enter the policy expiration date and your job’s end date. It tells you whether the certificate on file covers the work or will lapse mid-job.
What should you not rely on?
- A certificate alone. It is informational and does not amend the policy.
- A single annual check. Policies cancel and renew mid-year.
- A sub’s verbal assurance.
Not legal or insurance advice. Confirm anything contract-specific with your broker or attorney.
When do you need more than a spreadsheet?
When you cannot say, right now, who on your jobs has expired coverage. Try the free audit, grab the spreadsheet template, or read software vs done-for-you.
What to collect on day one
- The certificate (ACORD 25) with every policy you require.
- The endorsement forms: additional insured, waiver of subrogation, primary and noncontributory, if your contract asks.
- The sub’s exact legal name, address and agent’s phone number.
- For workers’ comp, proof of coverage or the exemption your state allows.
- The license number, where your state licenses the trade.
If any item is missing, the sub is not ready to start. Write down what is missing and the date it is due.
Three situations that trip people up
| Situation | What to do |
|---|---|
| The sub renews, but nobody sends you the new certificate | Do not assume it renewed. Ask the agent for the new certificate and replace the old one on file |
| The sub changes insurance agents | Get a fresh certificate and endorsements from the new agent. Update the agent’s phone number in your records |
| One sub works on two of your projects | Track each project separately. Additional insured wording can name a specific project |
Who does what
- Project manager: does not let a sub start without clearance.
- Office or admin: collects and checks certificates, updates the sheet weekly.
- Accounting: checks the status before approving a payment.
- Owner or senior manager: reviews the exceptions list once a month.
In a small company one person may do all four. Write it down anyway, so the job does not disappear when someone is out.
What your tracking sheet needs
| Column | Why |
|---|---|
| Sub name (exact legal name) | Must match the contract and the certificate |
| Project | Needed for additional insured wording |
| General liability end date | Each policy renews on its own date |
| Workers’ comp end date | Same |
| Auto end date | Same |
| Umbrella end date | Same, if you require it |
| Endorsements received? (yes/no) | A certificate alone is not enough |
| Last checked, and by whom | Your proof you looked |
| Status | OK, expiring, expired, missing |
A 15-minute weekly routine
- Sort by the earliest end date.
- Send renewal requests for anything ending in the next 30 days.
- Call about anything ending in the next 10 days.
- Check new certificates against your requirements before you file them.
- Update the sheet and note who checked.
That is the whole job. The hard part is doing it every week for every sub. Past a few dozen subs, most teams miss a week and then miss a lapse. See tracking vs spreadsheet.
Frequently asked questions
How often should I check subcontractor COIs?
Collect before work starts, then re-check ahead of every policy expiration date. Many GCs also do a spot check mid-job.
How do I verify a certificate of insurance is real?
Contact the issuing agent or carrier using contact details you look up yourself, not the ones on the certificate, and confirm the policy is active. Ask for the endorsement pages for anything the certificate cannot prove.
What is the best way to track subcontractor insurance?
The best method is the one that surfaces expiring coverage before the date arrives and records who checked. For small lists that can be a disciplined spreadsheet.
How do I track certificates for dozens of subs?
Keep one row per sub per project, one end date per policy, and sort by the earliest end date every week. When that takes too long, move to software or a service.
Should I check endorsements as well as certificates?
Yes. The certificate is a summary. The endorsements are what give you additional insured status and other protections.
What is the easiest way to track certificates?
A spreadsheet with one end date per policy and a weekly review works for a short list. Longer lists usually need software or a service.
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