Free license and insurance tracking spreadsheet for contractors
A spreadsheet template for keeping every license, insurance policy, certificate of insurance (COI) and certification your business has to renew in one list, with the date each one expires. It opens in Excel, Google Sheets and Numbers. No sign-up needed to download it.
Free. Example rows included.
A copy for your trade
The same columns, with rows for what that trade usually tracks and example dates. Fill in your own issuers, numbers and dates.
What's in each column
- category
- One of license, insurance, certification, permit, registration and other. Leave it blank and the import picks one from the name.
- name
- What it is, like “General Liability Insurance” or “Subcontractor COI”. Required.
- issuing_body
- Who issued it: the licensing board, the insurance company, the city.
- item_number
- The license, policy or certificate number.
- holder
- Whose it is, if not the business’s own: a crew member’s name, or the sub a certificate came from. Leave it blank for your own.
- expiration_date
- The date it expires, as 2027-03-31 or 3/31/2027 (US order, month first). Required.
- notes
- Anything else worth keeping with it. Notes stay in your ledger and are never put in reminder emails.
Filling it in
- One row per license, policy, certificate or registration, including each sub’s certificate of insurance.
- Replace the example rows with your own, and keep the header row as it is.
- Sort by expiration date to see what runs out next.
What a spreadsheet won't do
A spreadsheet only helps on the days someone opens it. It won't tell you a policy runs out next week, and it isn't built to keep each certificate with its row.
Turn it into reminders
The template uses the same columns as LicenseLedger's CSV import, so a filled-in copy imports with no columns to rename: use Import CSV on your ledger, or copy the cells, header row included, from Excel or Google Sheets and paste them in. On a paid plan, LicenseLedger emails your ledger's notification address 90, 60, 30, 7 and 1 days before each date by default, and on the day itself, then follows up 1, 7 and 30 days after if the date isn't updated. You can attach each license, policy or certificate to its record, too.
What it costs
Every new ledger starts on the free plan, with no credit card needed. Pick a plan when you need more.
- FreeUp to 3 records and one reminder email 30 days before each record expires (for records that keep their 30-day reminder).$0
- SoloFor managing your own licenses, policies, and certifications.$15 a monthor $150 a year
- BusinessFor teams that manage licenses together.$29 a monthor $290 a year
The free plan holds 3 records and sends only one reminder email 30 days before each record expires (for records that keep their 30-day reminder), so the full reminder schedule takes Solo or Business.
Collecting certificates from subs? How COI tracking works. Want the renewal rules for your trade and state? Browse the renewal guides.
Get emailed before anything expires
Use LicenseLedger free for up to 3 records, with one reminder email 30 days before each record expires (for records that keep their 30-day reminder). No credit card required.
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