Guide
How to Track COI Expirations
By Keelstar Team · Updated June 1, 2026
The short answer
Record the expiration date and required coverage for every COI, then set a reminder well before each expiration. Tracking by hand in a spreadsheet works until you have more than a few vendors; after that, you need monitoring that warns you automatically.
What to capture for each certificate
Track enough to answer 'is this vendor covered, and to what limit, right now?'
- Expiration date for each policy on the certificate
- Coverage types and limits versus your requirements
- Whether you're listed as additional insured
- The vendor and certificate holder
Set reminders before, not after
A reminder on the expiration date is too late. Warn the owner — and optionally the vendor — far enough ahead to collect a renewed certificate before coverage lapses.
Keep the history
When a claim or audit asks whether a vendor was insured on a specific date, you need the historical record, not just the current certificate.
Put this into a monitored workflow
COI Tracker handles this continuously — with reminders and an audit trail.