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 subcontractors for COI and W-9.
Get notified automatically.
Subcontractor Compliance Tracking for General Contractors
Set coverage requirements per job — different owners, different GL minimums, different subs. TrackMyVendor collects COIs, checks licenses against state databases, and flags non-compliant subs per project automatically.
Want a free audit? Take our 10-minute compliance assessment.
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
Everything General Contractors Need to Track Subcontractor Compliance
Automated COI collection, W-9 tracking, and license monitoring — so you know the status of every sub 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 General Contractors, Property Managers & HOAs
Especially built for small GC operations — and everyone else who manages contractor risk.
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.
Stop Chasing. Start Getting Notified.
COI collected. W-9 tracked. License monitored. All automatic.
1
Add Your Subcontractors
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 General Contractors, Property Managers & HOAs
Simple, transparent pricing for every stage of your business.
30 DAYS FREE TRIAL – No credit card required
Free
$0
Up to 25 subcontractors · 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
Starter
$39/mo
Unlimited subcontractors · 2 users
For small GC operations ready to automate compliance.
$39/mo is less than the cost of re-verifying one sub's license if it turns out to be expired mid-job.
- ✓Everything in Free
- ✓AI-powered COI parsing - no manual data entry
- ✓Automated expiration alerts (90/60/30/7 days)
- ✓W-9 collection & storage
Pro
$79/mo
Unlimited subcontractors · unlimited users
For GCs running multiple active job sites with a team.
- ✓Everything in Starter
- ✓Per-project insurance requirement templates
- ✓Compliance enforcement - flag subs who don't meet project requirements
- ✓Team access with role-based permissions
- ✓Compliance reports - PDF & Excel export for audits
- ✓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