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Explore templateFree Certificate of Insurance (COI) Tracking Template
A free Excel and PDF tracker for vendor and subcontractor insurance: check limits against what each category requires, count the days to expiry, and chase renewals before cover lapses.
- Stages
- 6
- Fields
- 12
- Automations
- 4
- Setup
- 20 minutes
Certificate of Insurance Tracking Compliance Tracker · Compliance
- 1Requirement set
- 2Certificate collected
- 3Verification
- 4Monitoring
- 5Renewal chased
- 6Non-compliance handled
Quick answer
A certificate of insurance (COI) tracking template is a spreadsheet that records each vendor's or subcontractor's insurance, usually taken from the ACORD 25 form. It lists general liability, auto, workers' compensation and umbrella policies with policy numbers, limits and expiry dates, plus additional insured and waiver status.
What the Certificate of Insurance Tracking template does
The form has five parts. Certificate details record the supplier, category, contract reference, policy type, insurer, broker, policy number, coverage and aggregate limits, deductible, effective and expiry dates, additional insured endorsement, waiver of subrogation, certificate on file and an internal owner. Compliance checks show the required limit, limit check, days to expiry, cover status, documentation and engagement status. A renewal chase log, a status tracker and a sign-off table follow. Use one record per policy and the register sheet to see them all together.
The problem it solves. Insurance certificates expire during an active engagement and nobody notices until there is a claim. The template keeps every policy, limit and expiry date on one record, with an owner and a renewal chase.
The certificate of insurance tracking workflow, stage by stage
Every certificate follows the same 6 stages, so anyone can see whether cover is verified, expiring or lapsed.
-
Requirement set
Define the cover and limits each supplier category must carry, such as general liability, auto, workers' compensation and umbrella.
-
Certificate collected
The supplier sends the certificate, usually an ACORD 25, with insurer, policy numbers, limits and dates, before work starts.
-
Verification
Check limits, the named insured, additional insured endorsement and waiver of subrogation against the requirement and the contract.
-
Monitoring
Watch the expiry date of every policy, with staged reminders well before cover lapses.
-
Renewal chased
Ask the supplier or broker for the renewed certificate ahead of expiry, and log each chase with date, method and response.
-
Non-compliance handled
Where cover has lapsed or limits are short, put work on hold until a compliant certificate is on file.
Every field the certificate of insurance tracking template captures
Starred fields in the template are mandatory, so a certificate cannot be marked compliant without a policy number, limit and expiry date.
- Supplier
- Supplier category
- Policy type
- Insurer
- Policy number
- Coverage limit
- Aggregate limit
- Effective date
- Expiry date
- Additional insured endorsement
- Waiver of subrogation
- Certificate on file
Checks the template runs on each certificate
Limit check
The coverage limit is compared with the limit required for the supplier's category. A $500,000 general liability policy fails a $1,000,000 per occurrence requirement.
Days to expiry
Expiry date minus today, so you can chase at set points, for example 30, 14 and 7 days before the policy ends.
Cover status
Each policy shows as compliant, expiring or expired, based on its limits, dates and whether the certificate is on file.
Engagement status
If cover has lapsed or a required endorsement is missing, the engagement shows as on hold until a compliant certificate arrives.
What changes once the certificate of insurance tracking template is running
- Every vendor has current cover on file before work starts
- Expiring certificates are chased weeks before they lapse
- Limits match what each contract requires
- Additional insured and waiver status are checked, not assumed
- Auditors and insurers get a complete record on request
Manual process versus the Certificate of Insurance Tracking template
| Aspect | Manual process | With the Zapro template |
|---|---|---|
| Expiry dates | Certificates expire mid-job and nobody notices until a claim | Days to expiry on every policy, with staged chases |
| Limits | Certificates filed without checking the limits | Each limit compared with what the category requires |
| Endorsements | Additional insured status assumed from the certificate holder box | Endorsement and waiver recorded and checked |
| Renewals | Ad hoc emails to suppliers and brokers | Renewal chase log with dates, method and response |
| Audit readiness | Certificates scattered across inboxes and shared drives | One record per policy and a register for all of them |
Where this fits in Zapro
In Zapro, certificates sit on the vendor record, and a data request can ask one supplier for an updated document, such as a renewed certificate, without reopening onboarding.
- Zapro vendor portal
- Zapro data requests
- Slack
Guides that go with this template
- Vendor Management
Zapro onboarding, documents, data requests and vendor portal.
- Vendor Onboarding
Collect the certificate before the first job, as part of onboarding.
- Vendor Contract Management System
Tie insurance requirements to the vendor's contract.
- Contract Compliance Checklist
Check insurance and other contract obligations in one review.
Certificate of Insurance Tracking template FAQs
How do you track certificates of insurance?
Set the required cover and limits for each vendor category, collect a certificate from every vendor before work starts, and check limits, dates and endorsements against the contract. Log each policy with its expiry date, chase renewals 30 days ahead, and put work on hold if cover lapses. Review an expiry report every month.
What does a certificate of insurance look like?
Most US certificates use the one-page ACORD 25 form. It shows the producer or broker, the insured, the insurers, a coverage table with policy numbers, effective and expiry dates and limits for each policy, a description of operations, the certificate holder and a cancellation notice. It summarizes cover; it does not change the policy.
What insurance limits should you require from vendors?
It depends on the work and the contract. Common asks are general liability of $1 million per occurrence and $2 million aggregate, auto liability of $1 million combined single limit, statutory workers' compensation with employer's liability, and a $1 million to $5 million umbrella for risky work. Confirm with your insurance adviser.
What is additional insured status and a waiver of subrogation?
Additional insured status adds your company to the vendor's policy, so their insurer can cover you for claims caused by their work. A waiver of subrogation stops their insurer from suing you to recover what it paid. Both need an endorsement on the policy itself; being listed as certificate holder alone gives you neither.
How often should you check vendor insurance certificates?
Check at onboarding, before each new job or contract, and whenever a policy renews. Most policies run for 12 months, so every certificate needs at least one renewal a year. Run an expiry report each month, chase anything expiring within 30 days, and ask for a new certificate whenever the vendor changes insurer or limits.
Is this certificate of insurance tracking template free, and what formats does it come in?
Yes. The template is free: enter your work email and the Excel file downloads straight away, and it includes automatic checks. A PDF version is available to preview or print. Use one record per policy, fill the register sheet for all vendors, and set the required limits for each supplier category before you start tracking.
Track vendor documents in Zapro
Zapro's vendor management covers onboarding workflows, supplier surveys and evaluation metrics, data requests for documents such as insurance certificates, a KPI library with targets and alerts, and a vendor portal.
