COI tracking spreadsheet vs. software
A COI tracking spreadsheet is genuinely free and fine when you have a handful of subs. It breaks down on manual data entry, missed expirations, and no automatic grading. Wardly is also free—but it reads each ACORD 25, grades it A–F against your rules, and chases expirations for you.
Most general contractors start tracking certificates of insurance in Excel or Google Sheets, and for a small number of subcontractors that works. This page is an honest comparison of a COI tracking spreadsheet versus purpose-built software—when the spreadsheet is the right call, and when the manual work starts costing you more than it saves.
Get started freeCost comparison
The surprising part: both are free. The real difference is who does the work.
Free forever
- Unlimited subcontractors—no credit card
- Reads ACORD 25s and grades A–F for you
- Automatic expiration reminders
Free (Excel / Google Sheets)
- No new tool to buy or learn
- You type every limit, endorsement, and date by hand
- No reminders and no automatic grading
Feature comparison
Where a spreadsheet and Wardly genuinely differ—and where they overlap.
| Feature | Wardly | COI tracking spreadsheet |
|---|---|---|
| Setup & onboarding | Self-serve in minutes | Open a template and start typing |
| Cost | Free forever, unlimited subs | Free (Excel / Google Sheets) |
| Who does the data entry | Wardly reads the certificate | You retype every field by hand |
| Reads ACORD 25 automatically | ||
| Automatic A–F grading | ||
| Additional insured, waiver & P&NC checks | Verified against your rules | Manual eyeball, if at all |
| Expiration reminders | ||
| Collecting COIs from subs | Subs upload from a link, no account | You chase and file each PDF yourself |
| Scales to many subs | Breaks down as the list grows | |
| Audit trail | Every COI and status change logged | Only what you remember to note |
Where a spreadsheet wins—and where Wardly wins
Where a spreadsheet is genuinely fine
- You track only a handful of subcontractors and can eyeball the whole list in a minute.
- It is free, needs no new tool, and everyone already knows how to use Excel or Google Sheets.
- Your requirements are simple and rarely change from job to job.
- You are comfortable manually reading each ACORD 25 and checking dates yourself.
Starting there is reasonable—grab our free COI tracking spreadsheet template and the guide on how to track certificates of insurance.
Where Wardly wins—also free
- Reads each ACORD 25 so no one retypes limits and dates.
- Instant, automated A–F grading against your own requirements.
- Automatic expiration tracking and reminders, so nothing lapses silently.
- Subs upload from a link with no account, so COIs actually come in.
- Scales to hundreds of subs without more manual work.
Who should use a COI tracking spreadsheet?
A spreadsheet is the right tool when you track just a few subcontractors, your insurance requirements are simple, and you are comfortable reading each certificate and checking expiration dates by hand. It is free, familiar, and needs no new software. If that describes you, download our free COI tracking spreadsheet template and you are set—there is no reason to over-engineer it.
Wardly is the better fit ifyour sub list is growing, you have missed (or nearly missed) an expiration, you are not sure the additional insured and waiver endorsements are actually present, or an audit is asking for proof of compliance. Because Wardly is also free, you can switch with no cost and no lock-in—and let the software do the reading, grading, and reminding. Not sure yet? See our overview of the best COI tracking software.
Frequently asked questions
Can I track COIs in a spreadsheet?
Yes. A COI tracking spreadsheet in Excel or Google Sheets is a perfectly reasonable way to track certificates of insurance when you only have a handful of subcontractors. You list each sub, their coverage limits, policy numbers, and expiration dates, then check it periodically. It is free and requires no new tools. The trade-off is that every column is filled in by hand, nothing warns you when a policy lapses, and no one is verifying that the certificate actually meets your requirements.
What columns does a COI tracking spreadsheet need?
At minimum: subcontractor/vendor name, insurance carrier, policy numbers, coverage types (general liability, auto, workers’ comp, umbrella/excess), each coverage’s limits, additional insured status, waiver of subrogation, primary and non-contributory language, effective and expiration dates, and a status column. Our free COI tracking spreadsheet template includes these columns pre-built. It is a good starting point—but remember that every one of those cells is manual data entry off the ACORD 25.
Why do COI spreadsheets fail?
Three reasons, and they compound as you add subs. First, manual data entry: someone has to read each ACORD 25 and retype limits, endorsements, and dates, which is slow and error-prone. Second, no reminders: a spreadsheet will not tell you a policy expired last Tuesday, so lapses slip through until a claim or audit exposes them. Third, no grading: the sheet stores what a sub submitted but does not judge whether the coverage actually satisfies your requirements, so a non-compliant COI looks the same as a compliant one until someone manually checks.
Is Wardly really free like a spreadsheet?
Yes. Wardly is free forever for unlimited subcontractors—no credit card, no setup fee, no trial clock. So the cost comparison is a wash: both a spreadsheet and Wardly are $0. The difference is the work. A spreadsheet is free but you do all the reading, typing, checking, and reminding. Wardly is free and does the ACORD 25 reading, A–F grading, endorsement checks, and expiration reminders for you.
Should I switch from a spreadsheet to software?
Switch when the manual work starts costing you more than it saves. Common signals: you have more than a handful of subs, you have missed (or nearly missed) an expiration, you are unsure whether the additional insured and waiver endorsements are actually present, or an audit or upstream owner is asking for proof of compliance. Because Wardly is free and self-serve, switching has no cost and no lock-in—you can keep your spreadsheet as a backup while you try it.
Compare Wardly to other COI trackers
See how Wardly stacks up against other certificate-of-insurance tracking tools.
Free like a spreadsheet—without the manual work.
Add a sub, send an upload link, and get an automatic A–F grade—free forever, no sales call.
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