How-to guide

How to track subcontractor insurance in Excel or Google Sheets

Q: What columns should a COI tracking spreadsheet have?

Sub name, each policy’s end date, whether the holder name is right, whether the endorsement page is on file, a status formula, and when it was last checked.

Q: Can I track insurance in QuickBooks?

QuickBooks is built for accounting, not insurance tracking. Most contractors keep certificates with the vendor record and track end dates in a separate sheet or calendar.

Short answer

Make one row per sub and one column for each policy’s end date. Add a status column with a formula that says Covered, Expiring or Expired. Color the expiring and expired rows. Then check it once a week and keep each certificate in a folder named after the sub. It takes about an hour to set up, and it works for small lists.

Written by Liam · CertChase · Last reviewed October 3, 2026

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The columns

Sub name, trade, contact.
General liability end date.
Auto end date.
Umbrella end date.
Workers’ comp end date.
Holder name correct? (Y/N)
Additional insured page on file? (Y/N)
Status (formula).
Last checked, and by whom.

Get the template and the formula

The tool above gives you a ready-made file and the status formula. Download it, open it in Excel or Google Sheets, and fill it in.

Colors that warn you

Select the status column.
Format rule: text is “Expired” → red.
Format rule: text is “Expiring” → amber.
Format rule: text is “Missing” → grey.

What about QuickBooks and other tools?

Most accounting software wasn’t built to track insurance end dates. People usually keep the certificate with the vendor’s file and set a calendar reminder. Check what your own version supports. A spreadsheet next to it is the usual fix.

When the sheet stops working

It breaks when only one person looks at it, nobody gets a reminder, or the dates aren’t backed by real certificates. At that point, compare your options, or run the free audit.

Set it up in ten minutes

Make columns: sub, project, GL end, comp end, auto end, umbrella end, endorsements received, last checked, status.
Add the status formula: =IF(F2="","MISSING",IF(F2<TODAY(),"EXPIRED",IF(F2<TODAY()+30,"EXPIRING","OK")))
Highlight the status column with colors: red for EXPIRED, yellow for EXPIRING.
In Google Sheets, add a filter view so you can show only EXPIRING and EXPIRED.
Set a calendar reminder every Monday to open it.

If you want the sheet pre-built, use our template.

Frequently asked questions

What columns should a COI tracking spreadsheet have?

Sub name, each policy’s end date, whether the holder name is right, whether the endorsement page is on file, a status formula, and when it was last checked.

Can I track insurance in QuickBooks?

QuickBooks is built for accounting, not insurance tracking. Most contractors keep certificates with the vendor record and track end dates in a separate sheet or calendar.

Keep reading

01Free templateCOI tracking spreadsheet templateDownload a free subcontractor COI tracking spreadsheet with expiration status formulas. Works in Excel and Google Sheets.02ComparisonTracking vs spreadsheetA spreadsheet works until it does not. Score your current process and see when COI tracking is worth the switch.03GuideHow to track subcontractor COIsA practical 6-step process for tracking subcontractor COIs, from collection to expiration chasing, with a coverage date checker.

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