AI COI Parsing
Upload a certificate of insurance PDF and AI instantly extracts carrier, policy, coverage types, limits, and expiration dates. No manual data entry.
Contractor compliance by project — not just by vendor
Stop chasing contractors for COIs, W-9s, and license renewals.
Compliance Tracking for General Contractors, Property Managers, Staffing Agencies & More
Set coverage requirements per job, property, or contract. TrackMyVendor collects COIs and W-9s through a link your contractors can use from a phone, checks licenses against state databases daily, and flags anyone who falls out of compliance — automatically.
Want a free audit? Take our 10-minute compliance assessment.
For General Contractors, Property Managers, HOAs, Homebuilders, Roofing, Restoration, Commercial Cleaning, Security Guard Companies, Staffing Agencies & Transportation
1,000,000+ licenses in database
TX · FL · CA · WA · OR · IL · CO state databases, checked daily
COI & W-9 collected automatically
No credit card · 30-day free trial
Sound familiar?
Today, without TrackMyVendor
Chasing subs for updated COI certificates that expired without warning
Following up on missing W-9s every time 1099 season hits
Manually tracking license expirations in a spreadsheet that's always one step behind
No quick way to know who's covered when the job inspector shows up unannounced
With TrackMyVendor
Automated COI collection — subs upload via secure magic link, AI extracts every field
W-9 tracking — send a secure request, see who's submitted, stay 1099-ready year-round
License monitoring from official state databases — checked daily, alerts before anything lapses
Real-time compliance scores for every sub — know who's covered before the job starts
Compliance tracking that speaks your industry's language
Same documents, different vocabulary and different renewal cycles. Pick your role to see what TrackMyVendor tracks for you.
For General Contractors
Know which subs are clear to work — before the inspector shows up
Set coverage requirements per job, collect COIs and W-9s through a magic link, and get flagged when a sub's license goes suspended mid-project. Different owners, different GL minimums, different subs — tracked per project instead of in one flat list.
What you'll track
- GL COI
- Workers' comp
- W-9
- State license
- Additional-insured endorsement
For Property Managers
Every vendor's COI current, across every property
Fifty to two hundred vendors across a portfolio, each renewing on a different date. Track certificates, licenses, and W-9s per property, and get alerts at 90/60/30/7 days — so an expired COI never turns into a denied claim on an owner's policy.
What you'll track
- GL COI
- Workers' comp
- W-9
- State license
- Bonds
For HOA Management
Verify every contractor before they touch community property
Boards expect proof, not assurances. Check license status against state databases, keep current certificates on file for every vendor working the community, and produce the documentation trail when an owner or the board asks for it.
What you'll track
- GL COI
- Workers' comp
- W-9
- State license
- Board documentation
For Homebuilders
Trade subs licensed and insured before they break ground
Framers, electricians, plumbers, HVAC — every trade on every lot, with its own license class and its own renewal cycle. Verify licenses daily against state databases and catch the lapse before it becomes a warranty problem.
What you'll track
- GL COI
- Workers' comp
- W-9
- Trade license
- Per-lot requirements
For Roofing
The endorsement gap that shows up at the claim
Roofing carries high claim severity and the endorsement language to match. AI reads each certificate for coverage limits and additional-insured status, so a certificate that technically exists but doesn't actually protect you gets caught on upload.
What you'll track
- GL COI
- Workers' comp
- W-9
- State license
- CG 20 10 / CG 20 37
For Restoration
Stay eligible for the carrier vendor networks
Carrier programs audit their vendor lists. Keep IICRC certifications, licenses, and certificates current in one place, and export the proof of compliance a network manager asks for without rebuilding it by hand each time.
What you'll track
- GL COI
- Workers' comp
- W-9
- IICRC certifications
- State license
For Commercial Cleaning
One site shouldn't cost you the portfolio contract
Group crews and subcontractors by client, building, or account, and see compliance status across every location under one relationship. Janitorial bonding and GL limits tracked alongside the certificates that prove them.
What you'll track
- GL COI
- Janitorial bond
- Workers' comp
- W-9
- Business license
For Security Guard
Never post a guard on an expired credential
High turnover means constant onboarding and reverification. Track every officer's state license, firearms permit, and training certificates — across every state you operate in — with alerts before any of them lapse.
What you'll track
- Guard license
- Firearms permit
- Training certs
- GL COI
- W-9
For Staffing Agencies
Every placement is a new COI and a new W-9
A signed offer letter isn't a W-9, and a certificate isn't proof of eligibility. Collect both at placement through a magic link, track expirations through constant turnover, and answer a client audit filtered to one account in seconds.
What you'll track
- W-9
- GL COI
- Workers' comp
- Professional liability
- Trade licenses
For Transportation
Know a driver is compliant before dispatch
Owner-operators are 1099 vendors, not employees — same COI and W-9 burden, just on wheels. Track auto liability, cargo coverage, and authority documents across a rotating pool, so dispatch has a live answer instead of an assumption.
What you'll track
- Auto liability
- Motor truck cargo
- W-9
- MC / USDOT authority
- CDL
Everything You Need to Track Contractor and Vendor Compliance
Automated COI collection, W-9 tracking, and license monitoring — so you know the status of everyone on your roster without checking anything manually.
License Monitoring
Search 1 million+ professional licenses from TX, FL, CA, WA, and OR official state databases. Status checked daily — get alerted the moment a sub's license lapses or gets revoked.
W-9 Collection & Tracking
Send subs a secure link to submit their W-9 directly. See who's submitted and who hasn't, get reminders on missing forms, and stay 1099-ready year-round — without chasing anyone.
Contractor Self-Service
Send contractors a secure magic link to upload their own licenses, insurance, safety records, contracts, and other compliance documents. No more chasing emails—documents flow directly into your compliance dashboard.
Alerts and Reminders
Receive email notifications 90, 60, 30, and 7 days before licenses or insurance documents expire. Never be caught off guard.
Automation
Push compliance alerts to Slack, Microsoft Teams, or any tool via Zapier and Make. When a license lapses or a COI expires, your whole team knows — wherever they work.
Evaluating alternatives? See how TrackMyVendor compares to myCOI, Billy, and TrustLayer →
Built for anyone who carries contractor and vendor risk
Ten industries, one workflow — collect the documents, verify the credentials, and get alerted before anything lapses.
Most popular
General Contractors
Juggling subs across multiple projects? Know who's compliant and who isn't — before the job inspector shows up.
Property Managers
Track vendors across multiple properties. Get alerts before a COI or license expires — not after a claim.
HOA Management
Verify every contractor's license and insurance before they work on community property — keep your board informed and protected.
Homebuilders
Know your trade subs are properly licensed and insured before they break ground — not after something goes wrong.
Roofing Contractors
High claim severity means the endorsement language matters. Catch the certificate that exists but doesn't actually protect you.
Restoration Companies
Keep IICRC certifications, licenses, and COIs current — and stay eligible for the carrier vendor networks that audit them.
Commercial Cleaning
Group crews and subs by client, building, or account. One site never becomes the weak link in a portfolio contract.
Security Guard Companies
Track every officer's state license, firearms permit, and training certs across every state you operate in.
New
Staffing Agencies
Every placement is a new COI to verify and a new W-9 to collect. Keep a 1099 workforce compliant through constant turnover.
New
Transportation & Logistics
Owner-operators are 1099 vendors on wheels. Know a driver is compliant before dispatch, not after an incident.
Stop Chasing. Start Getting Notified.
COI collected. W-9 tracked. License monitored. All automatic.
1
Add Your Contractors and Vendors
Type in a name or upload your existing sub list from a spreadsheet. Most GCs have their full roster in TrackMyVendor in under 10 minutes — and can immediately send every sub a document request.
2
COI and W-9 Collected — Without the Chasing
Send each sub a secure magic link to upload their certificate of insurance and W-9 directly. AI reads the COI and extracts every field automatically. TrackMyVendor also checks state license databases daily — so you're covered on all three fronts without clicking through government sites.
3
Get Alerted Before Anything Lapses
Your compliance dashboard shows COI status, W-9 submission, and license standing for every sub — all in one place. You get email alerts at 90, 60, 30, and 7 days before a COI or license expires. No calendar entries to maintain. No surprises when a job starts.
Every sub's compliance status at a glance. Red means stop. Green means go.
If a License Gets Suspended Overnight, You'll Know Before They Show Up
A license can be suspended between the time you hired a sub and the day they show up. Daily sync means you know first.
Automatic verification available in Texas, Florida, California, Washington, Oregon, Illinois & Colorado. You can add and track manual licenses from any other state with expiration tracking and alerts.
Texas - Active
Florida - Active
California - Active
Washington - Active
Oregon - Active
Illinois - Active
Colorado - Active
Manual tracking available for all other states with expiration alerts.
Plans for Every Contractor and Vendor Roster
Whether you're tracking subs on job sites, vendors across properties, placements, or owner-operators — pricing is based on the size of your roster, not your industry.
30 DAYS FREE TRIAL – No credit card required
Free
$0
Up to 25 contractors or vendors · 1 user
Try it risk-free — no credit card needed.
- ✓License verification — TX, FL, CA, WA & OR databases
- ✓Expiration tracking (in-app reminders)
- ✓Magic link contractor self-service
- ✓COI, W-9 and license management
- ✓AI-powered COI parsing - no manual data entry
Starter
$39/mo
Unlimited contractors and vendors · 2 users
For small teams ready to stop chasing paperwork by hand.
$39/mo is less than the cost of one lapsed certificate discovered at a claim.
- ✓Everything in Free
- ✓Automated expiration alerts (90/60/30/7 days)
- ✓W-9 collection & storage
- ✓Compliance reports (PDF & Excel)
Most Popular
Pro
$79/mo
Unlimited contractors and vendors · unlimited users
For teams running multiple job sites, properties, or client accounts.
- ✓Everything in Starter
- ✓Per-project insurance requirement templates
- ✓Compliance enforcement - flag anyone who doesn't meet project requirements
- ✓Team access with role-based permissions
- ✓Bulk contractor import from spreadsheet
- ✓Timestamped audit trail
- ✓Zapier & Make integrations
Free Tools
Free Compliance Tools
Get started instantly with no signup required. Use our free tools to verify licenses, check compliance, and assess your risk.
License Lookup
Instantly verify any Texas contractor license status. Search by name or license number — no account needed.
Look Up a LicenseCompliance Checklist
Download a ready-to-use contractor compliance checklist covering licenses, insurance, and documentation requirements.
Get the ChecklistCompliance Assessment
Answer a few questions and get an AI-powered report on your contractor compliance gaps and what to fix first.
Find Your Compliance GapsFrequently Asked Questions
Common questions from general contractors and property managers.
Do I have to manually collect COI and W-9 from every subcontractor?
No. TrackMyVendor sends each sub a secure magic link — they upload their certificate of insurance and W-9 directly, with no login required on their end. Documents land in your dashboard automatically. You see who's submitted, who hasn't, and can resend the request with one click.
How is TrackMyVendor different from tracking COI and W-9 in a spreadsheet?
A spreadsheet tells you what you typed in last time you checked. TrackMyVendor tells you what's actually true right now. COI expiration dates are extracted automatically from the PDF — no manual entry. License statuses are verified daily against official state databases. And you get expiration alerts at 90, 60, 30, and 7 days so you never have to remember to check. A spreadsheet does none of that on its own.
What happens if a sub's COI lapses while they're on a job?
If a sub's coverage lapses mid-project and there's an incident, the claim can fall back on you as the GC. TrackMyVendor alerts you at 90, 60, 30, and 7 days before a COI expires — and also notifies the sub so they have time to renew. You'll know about a lapsing certificate before the owner's rep or job inspector asks for a current one.
Do I need a W-9 from every subcontractor I pay?
Yes — if you pay a subcontractor $600 or more in a calendar year, the IRS requires you to file a 1099-NEC, which requires a valid W-9 on file. Without one, you're required to withhold 24% backup withholding from their payments. TrackMyVendor flags missing W-9s so you can collect them at onboarding, not in a panic at year-end.
What happens if I hire a subcontractor with an expired license?
As the general contractor, you can be held liable even if your subcontractor failed to renew their license. Depending on your state and project type, this can mean stop-work orders, fines, voided insurance claims, or personal liability for damages. TrackMyVendor monitors every sub's license daily against official state databases and alerts you at 90, 60, 30, and 7 days before anything expires — so you know before the inspector does.
What if my subcontractors work in states you don't cover yet?
Our live license database currently covers Texas, Florida, California, Washington, and Oregon, with more states added regularly. For any state not yet covered, you can manually enter license details and upload a copy of the document — you'll still get all expiration alerts and compliance tracking, the same as verified ones. COI and W-9 tracking works for subcontractors in any state.
Can I cancel my subscription anytime?
Yes, you can cancel your subscription at any time from your account settings. There are no long-term contracts or cancellation fees. If you cancel, you'll continue to have access until the end of your current billing period.
The next job inspector isn't waiting. Are your subs covered?
Stop finding out about lapsed COIs and suspended licenses after the fact. Get covered before the next job starts.
Get compliant in 10 minutes — freeNo credit card required · 30-day free trial · Cancel anytime