Contractors
Subcontractor Insurance & W-9 Compliance Tracker
Every certificate, every W-9, every expiry date — and who is out of compliance today
What it does
Inside the workbook.
An expired certificate on an active job is the most expensive missing paper in the trades.
WHAT YOU GET
- A 5-tab workbook: START HERE · RULES & EXPOSURE · SUB REGISTER · DASHBOARD · FAQ
- 2 charts that update themselves as you type
- Realistic example figures already filled in, so you can watch it work before you replace them
- A plain-English START HERE guide built into the file, plus a 12-question FAQ
WHY THIS ONE
- Works in FREE Google Sheets. Also opens in Excel. No add-ons.
- One-time purchase. No subscription, no account, no upsell.
- Nothing connects to your bank or your software. You type the numbers in yourself.
- Input cells are unlocked and formulas are protected so a stray paste cannot break the math — and there is NO password, so you can unlock and change anything.
- Every formula was opened in a calculation engine, fully rebuilt, and checked against values worked out independently of the file. If one disagreed, it would not be on sale.
HOW IT WORKS
1. Download and open the file. Nothing to unzip.
2. Read the START HERE tab — about two minutes.
3. Type your numbers over the examples in the blue cells.
GOOGLE SHEETS
File > Import > Upload > choose the file > Replace spreadsheet. No XLOOKUP, no LAMBDA, nothing that breaks on import.
INSTANT DOWNLOAD
Available immediately after purchase under Purchases and Reviews. Nothing ships.
REFUNDS AND SUPPORT
Instant digital downloads cannot be returned automatically through Etsy. Message me — if something is broken or not what you expected, I will fix it or refund you.
AI DISCLOSURE
This workbook was built with AI assistance. Every formula in it was then opened in a calculation engine and tested against independently calculated values before it was listed. The math is checked, not assumed.
This is a digital file only. No physical item will be shipped.
The proof
Every figure, worked out twice.
Before this workbook was listed it was opened in a calculation engine, rebuilt, and every headline figure was compared to a value computed independently in code from the same seed inputs. This is an excerpt of that ledger.
- BuildGenerated from a written spec, opened in a calculation engine, fully rebuilt.
- RecomputeEach figure worked out again in code — never read back from the sheet.
- CompareCell by cell, to a stated tolerance. One disagreement and it does not go on sale.
| Sheet | Cell | Expected | Calculated | Figure | |
|---|---|---|---|---|---|
| RULES & EXPOSURE | F5 | 33.3% | 33.3% | ✓ | Uncovered share |
| RULES & EXPOSURE | F6 | 66.7% | 66.7% | ✓ | overage rate |
| RULES & EXPOSURE | F7 | 140,000 | 140,000 | ✓ | Spend to uncovered subs |
| RULES & EXPOSURE | F10 | 12,600 | 12,600 | ✓ | udit premium |
| RULES & EXPOSURE | F11 | 620 | 620 | ✓ | W-9 penalties |
| RULES & EXPOSURE | F12 | 1,950 | 1,950 | ✓ | dmin time |
| RULES & EXPOSURE | F13 | 15,170 | 15,170 | ✓ | ARRIED EVERY YEAR |
| RULES & EXPOSURE | F16 | 5,000 | 5,000 | ✓ | Deductible passthrough |
Questions
Before you buy.
Will it work in free Google Sheets?
Yes. File > Import > Upload > choose the file > Replace spreadsheet. Every formula was written to run in Google Sheets as well as Excel — no XLOOKUP, no LAMBDA, no dynamic arrays, no add-ons and no subscription.
Why can't I type in some cells?
Those are formulas — the days-left, status and dashboard cells — and they are locked so a stray paste cannot break the math. There is no password. Review > Unprotect Sheet in Excel, or Data > Protected sheets and ranges in Google Sheets, opens the whole thing if you want to change something.
Is this insurance, tax or legal advice?
No, and it is not written to be. This is a tracking tool: it records what you already hold and counts the days until it expires. What coverage you should require, what limits are enough, whether a particular certificate is acceptable, and whether a workers comp exemption is valid all come from your own insurance agent, your own contracts and your own state's workers compensation authority. Licence requirements come from your own state or local licensing board. Get their answers and type them in.
What counts as out of compliance?
Three things, and the Status column tells you which. EXPIRED means a date you typed has already passed. MISSING PAPER means one of the four documents — W-9, signed agreement, certificate on file, additional insured — is not marked Yes. NO EXPIRY DATES means you hold the paper but never recorded when it runs out, which is the same as not knowing.
Why is naming you as additional insured its own column?
Because holding a certificate is not the same as being covered by the policy. A certificate of insurance is an information document and does not by itself give the certificate holder rights under the policy. Being named as an additional insured is a change to the policy, not a line on a form. That distinction is printed in the notice at the top of the standard certificate form, and it is where a great many contractors discover they were never covered.
Does it work in free Google Sheets?
Yes. Every workbook is built with an older, universal formula vocabulary so it imports into free Google Sheets without add-ons, and it opens in Excel as well. You get both in one purchase.
How was it tested?
The workbook was opened in a calculation engine, fully rebuilt, and 38 figures were compared to values worked out independently in code from the same seed inputs. One disagreement would have stopped the release. An excerpt of that ledger is on this page.
Get it
Subcontractor Insurance & W-9 Compliance Tracker — $19.99
Instant download on Etsy. Google Sheets and Excel versions in the same purchase. No subscription, ever.
Educational estimates only. These calculators and workbooks do the arithmetic on the figures you enter; they are general-purpose tools, not financial, investment, tax, legal, lending, insurance or construction advice, and no result is a quote, an offer, or a guarantee of any outcome. Results depend entirely on your inputs and assumptions. Verify anything you intend to rely on with a licensed professional — a CPA, attorney, lender, licensed contractor, or your own agent. WorkbookBarn and Marcos Gil accept no liability for decisions made using these tools. Marcos Gil is a licensed Kentucky real estate agent (License No. 296259) and is not a lender, CPA or attorney.