Recommended spreadsheet columns
| Column | Purpose | Example |
|---|---|---|
| Subcontractor / project | Tie the record to the company and scope | Northside Electric · Project Atlas |
| Requirement | Name the evidence being coordinated | Commercial general liability evidence |
| Administrative status | Track the workflow without making a coverage decision | Not requested · Requested · Received · Returned |
| Reviewer status | Record the authorized reviewer’s decision separately | Pending · Accepted · Exception · Rejected |
| Effective / expiration date | Support renewal timing when the date is relevant | 2026-09-01 / 2027-09-01 |
| Owner / next action | Make follow-up accountable | M. Lee · Request revised evidence |
| Follow-up date | Create a visible reminder before the due date | 2027-08-02 |
| Source link | Point to the approved system of record | Secure document record URL |
Use two different statuses
A certificate can be received while review is still pending. Combining those states into a single green check hides work and encourages teams to mistake document presence for approval. Keep the administrative status owned by the coordinator and the review status owned by the broker, risk team, attorney, or other person authorized by company policy.
- Receipt answers: Did the requested evidence arrive?
- Review answers: Did the authorized reviewer accept it for this contract and project?
- Readiness answers: Are all required decisions and project steps complete?
Suggested follow-up cadence
Choose timing based on the contract, project schedule, reviewer capacity, and renewal process. A simple starting point is a first reminder 30 days before an applicable date, a second reminder 14 days before, and a final escalation 7 days before. Adjust the cadence instead of presenting it as a universal rule.
- Filter weekly for dates inside the next 45 days.
- Group exceptions by responsible reviewer, not only by subcontractor.
- Keep an audit note when a date, requirement, or reviewer decision changes.
- Archive completed projects under your retention policy rather than leaving every record active.
What the tracker should not contain
- Full insurance policy numbers, bank details, Social Security numbers, taxpayer identification numbers, or identity documents.
- A home-grown conclusion that coverage is legally or contractually sufficient.
- Uncontrolled links to sensitive attachments or completed tax forms.
- A single compliance score that hides missing evidence and unresolved reviewer exceptions.
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Use the free email generatorCommon questions
Is a COI expiration date enough to track insurance compliance?
No. An expiration date is one administrative field. Qualified review may also consider the contract, named parties, operations, limits, endorsements, exclusions, and other evidence under company policy.
Who should approve a certificate of insurance?
Use the reviewer designated by your organization, such as a broker, risk professional, attorney, or other authorized person. The spreadsheet should record that decision, not replace it.
Can this template be used in Excel or Google Sheets?
Yes. Recreate the columns in your approved spreadsheet system, then apply access controls, retention rules, and reminder automation appropriate to your organization.
Primary references
IRS Form W-9 information · SBA licenses and permits guidance
This working template is general workflow information. It does not evaluate insurance coverage or determine legal, contractual, tax, licensing, or safety compliance.