📅 Published: June 11, 2026
COIs are easy to lose when they live only in email attachments. A tracking spreadsheet gives property managers one place to see what is current, missing, or expired.
Quick answer
Track vendor name, insurance type, limits, expiration date, status, requested date, received date, and notes.
Track vendor name, insurance type, limits, expiration date, status, requested date, received date, and notes.
Recommended spreadsheet columns
| Column | Purpose |
|---|---|
| Vendor name | who the document belongs to |
| Service type | what kind of work they perform |
| COI received | yes/no |
| Expiration date | when renewal is needed |
| Insurance type | general liability, auto, workers comp |
| Coverage limits | quick review field |
| Request sent date | follow-up tracking |
| Renewal status | current, expiring, expired, missing |
| Folder link | easy document access |
| Notes | exceptions or next steps |
Useful status labels
- current
- expires soon
- expired
- missing
- requested
- received pending review
- approved
Follow-up rhythm
Review upcoming expirations weekly or monthly depending on how many active vendors you manage.
Need vendor paperwork cleaned up?
If COIs, W-9s, licenses, expiration dates, and vendor folders are scattered everywhere, DamnJobs can help organize the mess.