Free · Excel & Google Sheets
Free Insurance Policy & Certificate of Insurance (COI) Tracker Template
A free two-part insurance tracker: one sheet for the policies your business holds, with premium, limit and renew-by date, and one for the certificates of insurance you collect from vendors and contractors, with a request-by date so you ask for the new certificate before the old one lapses.
In the file
6 sheets · 380 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Our policies
- Vendor COIs
- Dashboard
- Import to ExpiryEdge
- Lists
Prefer a plain list? The CSV (1 KB) has the same columns and example rows, without formulas or colours.
Preview
The two tracker sheets, with example rows
This is the colour logic the spreadsheet uses. Move the date to see which rows turn amber or red next.
insurance-coi-tracker.xlsx
| Policy | Cover type | Expiry date | Renew-by date | Days left | Status |
|---|---|---|---|---|---|
| Example – Public liability, all sites | Public liability | 11 Oct 2026 | 27 Aug 2026 | 13 | Due ≤30 days |
| Example – Employers' liability | Employers' liability | 11 Oct 2026 | 27 Aug 2026 | 13 | Due ≤30 days |
| Example – Professional indemnity | Professional indemnity | 31 Dec 2026 | 1 Nov 2026 | 94 | OK |
| Example – Commercial vehicles (3) | Motor / fleet | 31 Aug 2026 | 1 Aug 2026 | -28 | Expired |
| Example – Cyber liability | Cyber | 31 Mar 2027 | 30 Jan 2027 | 184 | OK |
1 expired, 2 due ≤30 days, 2 OK. The example dates are fixed, so as real time passes more of them turn amber and red: that is the formula working.
How to use it in 3 steps
List your own policies
On "Our policies", add each policy from its schedule: cover type, insurer, limit, premium and expiry date.
List the certificates you hold
On "Vendor COIs", add one row per vendor per cover. Note whether the limit meets what your contract requires and whether you are named as additional insured, if that applies.
Chase before the date
The Dashboard combines both sheets and lists the next 10 renewals and certificate requests.
What’s inside
- Start here
- How to use it in three steps, the colour key and what every column means.
- Our policies
- Policies we hold. Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Vendor COIs
- Certificates of insurance from vendors. Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Dashboard
- Counts by status and the next 10 dates, as of today.
- Import to ExpiryEdge
- The same rows in the ExpiryEdge bulk-import columns, filled by formula.
- Lists
- The options behind every dropdown. Add your own.
Open it in Google Sheets
There is no shared Google copy to request access to. You import the same file, so you own your copy from the start.
Download the .xlsx
Use the button above. It saves straight to your computer.
Import it into a blank Google Sheet
Open Google Sheets, create a blank spreadsheet, then choose File › Import › Upload and pick the file. Select "Replace spreadsheet".
Check the dates
Formulas, dropdowns and status colours carry over. If your Google account uses a different locale, dates show in that format, which is fine: they are real dates underneath.
Columns explained
Type in the input columns. Calculated columns fill themselves on both sheets. Columns marked required are the ones the import sheet needs.
Our policies
| Column | What to enter | Type |
|---|---|---|
| Policy | A name you will recognise, e.g. "Public liability, all sites". | Input · required |
| Cover type | Pick from the list; add your own on the Lists sheet. | Input |
| Insurer | The insurer on the schedule. | Input |
| Broker | Your broker, if you use one. | Input |
| Policy number | As printed on the schedule. | Input |
| Limit | Limit of indemnity or cover amount. | Input |
| Premium / yr | Annual premium. | Input |
| Currency | ISO code. | Input |
| Start date | Inception or last renewal date. | Input |
| Expiry date | Expiry (renewal) date on the schedule. | Input · required |
| Lead time (days) | How many days before the date you want to start acting. Leave blank for 30. | Input |
| Renew-by date | Calculated. Expiry minus lead time: start the renewal before this. | Calculated |
| Days left | Calculated. Days until the date; negative once it has passed. | Calculated |
| Status | Calculated. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Owner | Who handles the renewal. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Priority | Low, Medium or High. Matches the ExpiryEdge priority field. | Input |
| Schedule link | Link to the policy schedule. | Input |
| Notes | Anything the next person needs to know. | Input |
Vendor COIs
| Column | What to enter | Type |
|---|---|---|
| Vendor / contractor | Who gave you the certificate. | Input · required |
| Cover type | What the certificate evidences. | Input |
| Insurer | Insurer named on the certificate. | Input |
| Policy number | As printed on the certificate. | Input |
| Limit | Limit shown on the certificate. | Input |
| Meets our minimum? | Does the limit meet what your contract with them requires? | Input |
| Additional insured? | If your contract requires you to be named as additional insured, is it shown? | Input |
| Expiry date | Policy expiry shown on the certificate. | Input · required |
| Lead time (days) | How many days before the date you want to start acting. Leave blank for 30. | Input |
| Request-by date | Calculated. Ask the vendor for the renewed certificate before this. | Calculated |
| Days left | Calculated. Days until the date; negative once it has passed. | Calculated |
| Status | Calculated. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Vendor contact email | Where to send the request for a new certificate. | Input |
| Internal owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Certificate link | Link to the certificate PDF. | Input |
| Notes | Anything the next person needs to know. | Input |
When a spreadsheet stops being enough
For a handful of dates and one careful owner, this template is all you need. These are the signs it has become the wrong tool.
Sign 1
More than one person owns the dates
When several people add rows, dates get typed as text, copies drift apart and nobody is sure which file is current.
Sign 2
Reminders depend on someone opening the file
The status turns red whether or not anyone is looking. If the person who checks it is on leave, the date passes quietly.
Sign 3
You need to prove what happened
An audit, insurer or inspector may ask who was told, when, and where the certificate is. A spreadsheet does not keep that history.
When you would rather not remember
What this looks like when it runs itself
The same row, tracked for you: an owner, reminders at 90, 60, 30 and 7 days by email, SMS, WhatsApp, Slack or Teams, the document on file and a log of who did what. The "Import to ExpiryEdge" sheet in this template is already laid out for Bulk Import, so moving across is one upload.
Try it with your own dates, free for 14 days, no cardExpiryEdge · Tracked item
COI · Sample Electrical Ltd · public liability
ValidOwner
Procurement
Expires
20 Oct 2027
Reminders before expiry
90d
60d
30d
7d
Due
Insurance policy & COI tracker: questions, answered
A document from a vendor’s insurer or broker that summarises their cover: insurer, policy number, limits and dates. Many businesses ask contractors for one before work starts. Our COI guide explains what it proves and what it does not.
Because the certificate you hold shows the old dates. Once the policy period on it ends, you have no evidence of cover until the vendor sends a new one, and many only do when asked.
No. It records the limit and has a "Meets our minimum?" column for you to fill in against your contract. Whether cover is adequate is a question for your broker or legal adviser.
Yes. Open a blank Google Sheet, choose File › Import › Upload, pick the .xlsx and select "Replace spreadsheet". The formulas use only functions that Google Sheets, Excel and LibreOffice all support (no FILTER, SORT or XLOOKUP), so the status colours, dropdowns and dashboard carry over. The Excel table styling becomes a plain range with filters.
No. A spreadsheet only changes when someone opens it, so the colours are only as good as your habit of checking. Put a weekly calendar slot on it, or move the policies and certificates into a tool that sends the reminders for you.
It is the same rows laid out in the ExpiryEdge bulk-import columns (name, expiry_date, type and so on), filled in by formula. You can ignore it. If you ever move the list into ExpiryEdge, upload the file in Bulk Import and pick that sheet, or save the sheet as CSV. Nothing is sent anywhere by the file itself.
A free template, not legal advice. It tracks the dates you enter; it does not decide which rules apply to you. Check requirements against the official source for your situation.