Insurance & Risk · Excel template
Free Certificate of Insurance (COI) Tracker
A certificate of insurance tracker that logs every COI you hold from vendors, subcontractors, and owner-operators — coverage type, limits, expiry, and status — so no certificate lapses unnoticed.
Built and reviewed by the FleetOpsClub research team. Preview it free below. Enter your name and email to unlock the full template and the editable spreadsheet — a CSV that opens in Excel, Google Sheets, or Numbers.
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What you get
- A row per certificate with the party, coverage, and limits
- Effective and expiry dates with a status flag
- Tracking for whether you're named as additional insured
- A follow-up column so renewals get chased before they lapse
- An editable spreadsheet to manage all COIs in one place
How to use it
- 1
Add a row each time you receive a COI from a vendor, subcontractor, or owner-operator.
- 2
Record the coverage type, limits, carrier, and the effective and expiry dates.
- 3
Confirm any required endorsements (additional insured, waiver of subrogation) are present.
- 4
Sort by expiry date and chase renewals before certificates lapse.
- 5
Review the list on a set cadence so no expired COI slips through.
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Certificate of Insurance (COI) Tracker
Track every certificate you require others to carry. Required coverage types and limits depend on your contracts and risk — confirm requirements with your broker. Example rows are illustrative.
| Party / Vendor | Coverage Type | Carrier | Policy Number | Limit | Effective Date | Expiry Date | Additional Insured? | Status | Follow-Up |
|---|---|---|---|---|---|---|---|---|---|
| ABC Logistics (owner-op) | Auto liability | Carrier A | POL-10293 | $1,000,000 | 2026-01-01 | 2026-12-31 | Yes | Active | — |
| Metro Repair Shop | General liability | Carrier B | GL-55821 | $2,000,000 | 2025-08-15 | 2026-08-14 | Yes | Active | Renew Q3 |
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- Editable CSV
- Every row & section
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Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
A COI is a one-page summary issued by an insurer confirming that a party carries specified coverage, limits, and effective dates. You collect COIs from vendors, subcontractors, and owner-operators to confirm they're insured before they work with you — and to protect yourself if something goes wrong.
Being named as an additional insured on another party's policy can extend that policy's protection to you for liability arising from their work. Whether you need it — and the exact wording — depends on your contracts. Confirm requirements with your broker or counsel and track the status here.
Regularly enough that you catch certificates before they expire — many fleets review monthly and chase renewals 30–60 days out. An expired COI means an uninsured party may be operating under your authority or on your premises.
A COI reflects coverage as of its issue date; a policy can be cancelled before the listed expiry. For high-risk relationships, some fleets require notice-of-cancellation arrangements. Treat the COI as a strong signal, not an absolute guarantee, and re-verify periodically.
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