Comparison

CoiLoop vs spreadsheets

The upgrade from the Excel-and-email COI tracker, for the GC who has outgrown the spreadsheet but does not want enterprise software.

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Almost every general contractor starts COI tracking the same way: a spreadsheet, a shared folder, and a lot of email. It is free, familiar, and genuinely adequate when you have a handful of subs.

The trouble is what the spreadsheet cannot do. It does not collect documents, it does not store the actual PDFs, it does not read an ACORD form, and it will never warn you the night before a policy lapses. It depends entirely on a person remembering to look, which is exactly how coverage expires quietly and shows up at an audit or a claim.

CoiLoop brings document status, no-login collection and AI-prefilled review together. Both plans track separate GL and workers' comp dates; Pro adds scheduled expiry emails and work-period audit exports. Free includes 20 subs, one project and one user.

CoiLoop vs Spreadsheets, side by side

FeatureCoiLoopSpreadsheets
Free to start
Collects documents from subs (no login)
Stores the actual COI and W-9 PDFs
AI reads each certificate (dates, limits, named insured)
Scheduled GL and WC expiry emailsPro
Additional Insured requirements checklist
Work-period audit reports and exportsPro; uses recorded work and retained filesScattered files and email
Requires accurate dates and human review

Why GCs pick CoiLoop

  • Subs upload through a magic link, so the documents come to you instead of living in an inbox.
  • AI reads every COI and prefills dates and limits, ending the retype-from-PDF step a spreadsheet forces.
  • Separate GL and workers' comp dates help you track upcoming expirations. Pro adds scheduled reminders for known dates on the latest approved COI.
  • Still free to start, so leaving the spreadsheet behind costs nothing to try.

Where Spreadsheets may fit better

We would rather be honest than oversell. Spreadsheets can be the better choice when:

  • You track fewer than roughly 10 to 15 subs and the volume genuinely is not painful yet.
  • You have zero budget and no need to prove continuous compliance to an owner or auditor.
  • You only need a one-off list, not ongoing collection, verification, and renewal tracking.

Frequently asked questions

What is wrong with tracking COIs in a spreadsheet?

Nothing, until it breaks. A spreadsheet cannot collect documents, store the PDFs, read an ACORD form, or alert you before a policy expires. It relies on a person remembering to check, which is the single most common way subcontractor coverage lapses without anyone noticing.

Is CoiLoop harder to set up than a spreadsheet?

No. Setup is self-serve: add a subcontractor, send a no-login upload link, and let CoiLoop prefill the certificate review. There is less manual work than maintaining a spreadsheet, not more.

Can I import my existing spreadsheet?

You can add your subs and start sending upload links right away, and export your data to CSV at any time. CoiLoop is designed to replace the spreadsheet workflow rather than bolt onto it.

See it on your own subcontractor workflow

Collect COIs and W-9s with no-login uploads. AI prefills your review. Track GL and workers' comp dates, with expiry emails and audit exports on Pro. Free to start, no demo required.

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Compare other tools

Comparison based on publicly available information as of June 2026. Product details and pricing for other vendors can change; check their sites for the latest. CoiLoop organizes documents and reminders and does not provide insurance advice or certify coverage.