Guide
COI expiration tracking for general contractors
A complete guide to tracking certificate of insurance expirations. Why it matters, how to do it right, and how to automate it so nothing falls through the cracks.
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A Certificate of Insurance is only protection while it\u2019s in force. The day after expiration, a COI is just a piece of paper. And if a sub is uninsured mid-project when an incident happens, liability can transfer to you, the GC. This guide covers exactly how to track COI expirations, what alerts to set, and why spreadsheets alone aren\u2019t enough.
The 90/60/30 rule
Get the first alert 90 days before expiration (time to renew), a second at 60 days, a final at 30 days, and a red flag on the day of expiration.
Track effective AND expiration dates
Don’t just track when coverage ends. Track when it started. Retroactive gaps (coverage that started after work began) are just as bad as lapses.
Auto-request renewals
When a COI is 30 days from expiring, software should automatically send the sub an upload request for their renewal certificate.
Flag coverage gaps
The riskiest scenario: old COI expires, new COI starts a week later, work continued during the gap. You need software that flags this.
Frequently asked questions
What happens if a subcontractor’s COI expires mid-project?
If a sub has an incident while their insurance is lapsed, their coverage will not pay. Which means liability can transfer back to the general contractor. This is the #1 reason GCs need active COI expiration tracking rather than static spreadsheets.
When should I start reminding a sub about renewal?
The industry best practice is 90/60/30: reminder at 90 days (so they have time to renew with their agent), 60 days, and 30 days. PaperBoss automates all three.
Can a spreadsheet handle expiration tracking?
Technically yes. But only if someone checks the sheet daily and actively sends reminders. In practice, GCs using spreadsheets miss expirations regularly because no one owns the daily check. Automated software fires reminders without anyone having to remember.
How do I track retroactive coverage gaps?
Compare the effective date of each new COI against the expiration date of the previous one. If there’s a gap, flag it. PaperBoss does this automatically.
Never miss another expiration.
Every day without tracking is a day you’re exposed. One uninsured sub can cost you the whole job.
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