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
Automated Contractor Compliance Software: COIs, Licenses & W-9s
Nationwide Compliance Tracking for General Contractors, Property Managers, Staffing Agencies & More
Stop chasing contractors for COIs, W-9s, and license renewals. Every document for every contractor sits in one place, in all 50 states. Set coverage requirements per job, property, or contract, collect documents through a link your contractors can use from a phone, and get flagged the moment anyone falls out of compliance.
No credit card required. 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
All 50 states — every contractor, every document
1,000,000+ licenses re-checked against official state databases daily
COI & W-9 collected automatically, in any state
Sound familiar?
Project-Level and Portfolio Compliance Scoring
A roster-wide score is not the same as knowing a contractor is covered for this job. Both are answered here.
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 for every sub, with alerts before anything lapses
Real-time compliance scores for every sub — know who's covered before the job starts
Built for anyone who carries contractor and vendor risk
Same documents, different vocabulary and different renewal cycles. Pick your industry 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 Commercial Real Estate
Tenants and vendors checked against what the lease requires
A commercial property collects certificates from two directions: the tenants who occupy it and the vendors who maintain it. Collect both through one link that needs no account, have each certificate read for you, and see the tenant whose policy renewed at lower limits on the dashboard instead of in a claim.
What you'll track
- Tenant GL COI
- Vendor GL COI
- Workers' comp
- Additional-insured endorsement
- W-9
For HOA Management
Verify every contractor before they touch community property
Boards expect proof, not assurances. Track every vendor's license with alerts before it lapses, 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. Track every trade license against its own renewal date 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 from the credential they upload — in every state you operate in — with alerts before any of them lapse. Guard boards are not the contractor boards we sync with nightly, so officer credentials are tracked by document and expiry date.
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
For Private Schools
Everyone on campus documented before they arrive
Paperwork comes from two directions: the vendors who work on campus and the outside groups who rent the gym, field or chapel. Collect both through one link that needs no account, let the certificate be read for you, and see what each one still owes instead of rebuilding the checklist in email every term.
What you'll track
- GL COI
- Additional-insured endorsement
- W-9
- Hold harmless agreement
- 501(c)(3) letter
For Municipalities
Know who is covered before the work starts or the event opens
Contractors, special-event permit holders, concessionaires and facility renters all owe you a certificate of insurance, and each one lapses on its own schedule. Collect them through a link that needs no login, have every certificate read for you, and see who is short before the gates open.
What you'll track
- GL COI
- Additional-insured endorsement
- Workers' comp
- W-9
- Contractor license
For Franchises & Co-ops
Every franchisee insured the way the agreement says
Every franchisee is supposed to carry the insurance your agreement requires, with you named as additional insured. Collect each certificate through a link that needs no login, have it read and checked against your minimums, and get the renewal before a policy lapses, not after a claim.
What you'll track
- GL COI
- Additional-insured endorsement
- Umbrella
- Workers' comp
- Auto liability
Automatic COI Reading and Contractor License Verification
Automated COI tracking, W-9 collection, and license monitoring for contractors anywhere in the country — so you know the status of everyone on your roster without checking anything manually.
License Monitoring
Add a license from any state, for any trade, and get alerts before it expires. Where we sync with the official state database, 1 million+ licenses are re-checked every day — so a suspension reaches you with no upload, no renewal notice and no one telling you.
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 →
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. Licenses are tracked alongside them, with the same alerts on every renewal date — so you're covered on all three fronts without chasing anyone or 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.
Nationwide coverage
Track Contractor Licenses in All 50 States
Add a license from any state, for any trade, and TrackMyVendor tracks its expiration and alerts you before it lapses. COIs and W-9s have no state boundary at all.
In Texas, Florida, California, Washington, Oregon, Illinois, Colorado and Arizona we go one step further: we sync with the official state database every single day. A license suspended overnight is flagged before the sub shows up on site — no upload, no renewal notice, no one telling you.
What works where
The automated daily state-database check is the one thing with a geographic scope. Everything else covers the whole country.
| What you track | All 50 states | Automated daily state-database check |
|---|---|---|
| Certificates of insurance (COI) | ✓ Yes — collected by magic link, parsed by AI, tracked to expiration | Not applicable — certificates come from the carrier, not a state database |
| W-9s | ✓ Yes — collected by magic link, name, TIN and tax classification read automatically | Not applicable — a W-9 is an IRS form, not a state record |
| Contractor licenses | ✓ Yes — add a license from any state with its expiration date and get the same alerts | ✓ TX, FL, CA, WA, OR, IL, CO & AZ — status re-checked every day, more states added regularly |
| Any other document | ✓ Yes — bonds, safety records, contracts and certifications, filed by category | Not applicable |
Working in another state? Everything on this page still works — you enter the license once and we watch the date. See how license verification works →
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
No contracts, no sales call. Start free — paid plans include a 30-day free trial.
Free
$0
Up to 25 contractors or vendors · 1 user
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Magic link onboarding — documents arrive through an upload link, no account needed
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Pay as you go
$0.95/mo
per active contractors or vendor · up to 40 · 1 user
Hands-free automation for a small roster, without a flat monthly fee. 30-day free trial, no credit card.
- ✓Everything in Free
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the contractors or vendor
- ✓Projects & job sites — group contractors or vendors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓Billed monthly for the most you tracked at once — only contractors or vendors with a document or license on file count, and inactive ones cost $0
Most Popular
Starter
$39/mo
Unlimited contractors or vendors · 2 users
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Pay as you go
- ✓Unlimited contractors or vendors — no per-record fees and no 40-record ceiling
- ✓Predictable monthly bill — one fixed price as your roster grows
- ✓2 user seats — invite a second team member or coordinator
Pro
$59/mo
Unlimited contractors or vendors · Unlimited users
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓QuickBooks & integrations — QuickBooks Online, the API, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
No contracts. Cancel anytime. See the full plan comparison →
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
Check a contractor's license against the official state database. Search by business 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.
Do you work in my state?
Yes. TrackMyVendor works in all 50 states. COI collection, W-9 collection, document storage and expiration alerts have no state boundary at all — your subs upload from anywhere in the country. Contractor licenses are tracked nationwide too: in Texas, Florida, California, Washington, Oregon, Illinois, Colorado and Arizona we verify status against the official state database every day, and in every other state you enter the license once and we track the expiration and send the same 90/60/30/7-day alerts. More automated states are added regularly.
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 tracks every sub's license in all 50 states and alerts you at 90, 60, 30, and 7 days before one expires — and where we sync with the official state database it re-checks status daily, so you know before the inspector does.
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