Spreadsheet template
Subcontractor Cert Tracker
Track workers comp certificates, expirations, verification notes, and audit-ready records.
How to use this tool
Track subcontractor workers compensation certificates by logging legal names, trades, carriers, policy numbers, expiration dates, verification status, and audit notes.
Who this is for
Contractors and business owners preparing insurance details for a job, contract, quote, certificate request, or renewal.
When to use it
Use it before sending a broker request, certificate request, contract response, renewal packet, or internal insurance review.
How to use it
Enter the details you have, review the generated spreadsheet template, and download a copy for your records or broker discussion.
What you get
A downloadable spreadsheet template that organizes the insurance details for this task in one place.
Subcontractor Cert Tracker
Track workers comp certificates, expirations, verification notes, and audit-ready records.
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Spreadsheet template
Download subcontractor certificate tracker
A downloadable spreadsheet template that organizes the insurance details for this task in one place.
Available as XLSX, CSV. The file uses the current field values.
Download
Spreadsheet preview
Updates as you type before download.
Spreadsheet preview
Updates as you type before download.
Row use
Completed row pattern
Sub legal name
Legal name from certificate and contract
Trade or work
Electrical, plumbing, roofing, drywall, landscaping, or other trade
WC carrier
Carrier shown on certificate
Policy number
Policy number shown on certificate
Expiration date
Expiration date on certificate
Coverage evidence
Workers comp certificate; employers liability limits if contract requires them
Cert received
Date certificate received
Verified
Confirm before site work starts
Audit notes
Save certificate and any required waiver endorsement with audit file
Row use
New subcontractor intake
Sub legal name
Enter sub legal name
Trade or work
Describe contracted work
WC carrier
Enter carrier
Policy number
Enter policy number
Expiration date
Enter expiration date
Coverage evidence
Workers comp certificate or state exemption evidence
Cert received
Enter received date
Verified
Pending legal-name match
Audit notes
Do not rely on a 1099 alone to prove independent status
Row use
Contract limit check
Sub legal name
Enter sub legal name
Trade or work
Work tied to contract
WC carrier
Enter carrier
Policy number
Enter policy number
Expiration date
Enter expiration date
Coverage evidence
Statutory WC plus employers liability limits in contract
Cert received
Enter received date
Verified
Check against contract
Audit notes
Some public templates request employers liability limits such as $1M each accident or disease
Row use
Waiver endorsement check
Sub legal name
Enter sub legal name
Trade or work
Work tied to contract
WC carrier
Enter carrier
Policy number
Enter policy number
Expiration date
Enter expiration date
Coverage evidence
Waiver of subrogation endorsement if required
Cert received
Enter received date
Verified
Confirm endorsement copy
Audit notes
A certificate alone may not satisfy a contract that asks for the endorsement
Row use
Expiration follow-up
Sub legal name
Enter sub legal name
Trade or work
Active work or upcoming job
WC carrier
Enter carrier
Policy number
Enter policy number
Expiration date
Expiration date on file
Coverage evidence
Renewed certificate needed if expiring soon
Cert received
Enter received date
Verified
Follow up before lapse
Audit notes
Keep renewal certificate with the same audit file
Row use
Owner or exemption file
Sub legal name
Owner, officer, or exempt sub name
Trade or work
Owner-performed or exempt work
WC carrier
Carrier or exemption source
Policy number
Policy or exemption number
Expiration date
Expiration or filing date
Coverage evidence
Owner policy, rejection, or exemption evidence
Cert received
Enter received date
Verified
Review state rules
Audit notes
Entity type and owner status can change the required evidence
Row use
Audit file review
Sub legal name
All subs used in policy period
Trade or work
All subcontracted trades
WC carrier
Carrier list from certificates
Policy number
Policy numbers on file
Expiration date
All expirations checked
Coverage evidence
Certificates, exemptions, and endorsements saved
Cert received
Date file reviewed
Verified
Ready for audit review
Audit notes
Missing certificates can create state-specific audit exposure
Row use
Out-of-state work check
Sub legal name
Enter sub legal name
Trade or work
Work performed in another state
WC carrier
Enter carrier
Policy number
Enter policy number
Expiration date
Expiration date on certificate
Coverage evidence
Certificate should reflect work state when needed
Cert received
Enter received date
Verified
Ask agent if unsure
Audit notes
Workers comp rules vary by state, employee count, entity type, and subcontractor use
| Row use | Sub legal name | Trade or work | WC carrier | Policy number | Expiration date | Coverage evidence | Cert received | Verified | Audit notes |
|---|---|---|---|---|---|---|---|---|---|
| Completed row pattern | Legal name from certificate and contract | Electrical, plumbing, roofing, drywall, landscaping, or other trade | Carrier shown on certificate | Policy number shown on certificate | Expiration date on certificate | Workers comp certificate; employers liability limits if contract requires them | Date certificate received | Confirm before site work starts | Save certificate and any required waiver endorsement with audit file |
| New subcontractor intake | Enter sub legal name | Describe contracted work | Enter carrier | Enter policy number | Enter expiration date | Workers comp certificate or state exemption evidence | Enter received date | Pending legal-name match | Do not rely on a 1099 alone to prove independent status |
| Contract limit check | Enter sub legal name | Work tied to contract | Enter carrier | Enter policy number | Enter expiration date | Statutory WC plus employers liability limits in contract | Enter received date | Check against contract | Some public templates request employers liability limits such as $1M each accident or disease |
| Waiver endorsement check | Enter sub legal name | Work tied to contract | Enter carrier | Enter policy number | Enter expiration date | Waiver of subrogation endorsement if required | Enter received date | Confirm endorsement copy | A certificate alone may not satisfy a contract that asks for the endorsement |
| Expiration follow-up | Enter sub legal name | Active work or upcoming job | Enter carrier | Enter policy number | Expiration date on file | Renewed certificate needed if expiring soon | Enter received date | Follow up before lapse | Keep renewal certificate with the same audit file |
| Owner or exemption file | Owner, officer, or exempt sub name | Owner-performed or exempt work | Carrier or exemption source | Policy or exemption number | Expiration or filing date | Owner policy, rejection, or exemption evidence | Enter received date | Review state rules | Entity type and owner status can change the required evidence |
| Audit file review | All subs used in policy period | All subcontracted trades | Carrier list from certificates | Policy numbers on file | All expirations checked | Certificates, exemptions, and endorsements saved | Date file reviewed | Ready for audit review | Missing certificates can create state-specific audit exposure |
| Out-of-state work check | Enter sub legal name | Work performed in another state | Enter carrier | Enter policy number | Expiration date on certificate | Certificate should reflect work state when needed | Enter received date | Ask agent if unsure | Workers comp rules vary by state, employee count, entity type, and subcontractor use |
Preview of downloaded spreadsheet template
Updates as you type before download.
Preview of downloaded spreadsheet template
Updates as you type before download.
Next steps
- Send the tracker to your agent before renewal so missing certificates can be reviewed early.
- Ask each subcontractor for updated certificates before the expiration date in the tracker.
- Keep endorsement copies when a contract asks for more than a certificate of insurance.
What this includes
Download formats
XLSX, CSV
Fields
Business name, Contact name, State, Project name, Policy period, Audit date
Spreadsheet columns
Row use, Sub legal name, Trade or work, WC carrier, Policy number, Expiration date, Coverage evidence, Cert received, Verified, Audit notes
Document sections
How to use this tracker, Audit prep reminders
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Reviewed byHuy Huynh, technology lead at TradesCoverage and licensed insurance brokerNPN 22071436Last reviewed May 2026
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