Comparison
Both work. The question is at what scale and with how much manual effort. Here is an honest look at what each does well — and where each breaks down.
Works well when you have fewer than 6 vendors, check the list regularly as a habit, and can tolerate the risk of a missed check.
Right for any team where manual checking is the most fragile part of the process — or where the vendor list is growing faster than the time to manage it.
| Feature | Spreadsheet | COI Tracker |
|---|---|---|
| Expiry date storage | Manual entry | Structured field |
| Automated reminders | ✗ None | ✓ 30 / 14 / 7 days before expiry |
| Vendor renewal request | Manual email | ✓ One-click email to vendor |
| PDF certificate storage | Folder on shared drive | ✓ Attached to vendor record, private bucket |
| Audit-ready history | Cell history only | ✓ Certificate + status per vendor |
| Status at a glance | Conditional formatting (manual setup) | ✓ Color-coded dashboard, no setup |
| Multi-user access | Shared file | ✓ Per-account, RLS-isolated |
| Bulk import | Already in spreadsheet | ✓ CSV upload |
| Cost | Free (tool you have) | Free up to 3 vendors; paid from $19/mo |
| Setup time | ~30 min to build template | ~5 min to first vendor |
At 10+ vendors, a missed manual check is nearly inevitable. The reminder automation earns its keep at this scale.
If it has happened once, the system is not working. One missed COI is the signal the process needs a structural fix, not better habits.
If chasing a vendor for a new certificate routinely takes two weeks because you can't find their broker contact, the one-click request email fixes that immediately.
A spreadsheet date is not a certificate. If your property manager, general contractor, or insurer ever asks for proof of prior coverage, you need the document.
If you have fewer than 5–6 vendors, your list changes rarely, and you check the spreadsheet as a habit, a spreadsheet may be enough. The risk is the habit breaking down — one missed check and a certificate lapses without warning. Software is worth it as soon as the manual discipline becomes the most fragile part of your process.
Three things: (1) send proactive alerts before expiry — the spreadsheet does not know what day it is; (2) let you send a renewal request to the vendor in one click; (3) store the actual PDF certificate attached to the vendor record instead of on a shared drive somewhere.
No. Export your vendor list as a CSV and import it. Most users complete the migration in under 15 minutes. The main data points to move are vendor name, email, COI type, and expiry date.
You can keep the spreadsheet as a backup — we do not ask you to delete anything. Once your vendors are in COI Tracker, you can archive the spreadsheet and let the reminders take over.
A spreadsheet costs nothing to run but requires ongoing manual effort to maintain. COI Tracker is free up to 3 vendors. Paid plans start at $19/month for up to 25 vendors — roughly the cost of one hour of admin time per month.
Still prefer a spreadsheet? Download our free COI tracking spreadsheet template →
Free up to 3 vendors. Migrate your existing list in minutes with CSV import.