Automated COI & License Expiration Alerts for Contractors and Vendors
Most tools alert you when a COI or license is expiring. TrackMyVendor alerts your sub at the same time — with a one-time upload link so they can renew directly from their phone without you sending a follow-up. Alerts fire at 90, 60, 30, and 7 days before any tracked expiration.
Automated alerts on Starter ($39/mo) and Pro ($79/mo) · 30-day free trial · No credit card
Every expiring or missing document — surfaced and prioritized automatically
The cost of finding out too late
With 20+ subs rotating across jobs, expiration dates slip. The problem isn't forgetting — it's not having a system that catches it before work is already underway.
How the alert workflow runs
Set up once. From there, alerts and renewals run without you.
Add your subs and attach their documents
License, COI, W-9 — any document with an expiration date on file gets monitored automatically from the moment it's added.
Alerts fire at 90, 60, 30, and 7 days before expiration
Starter+Each alert names the sub, the document type, and the exact expiration date. You know exactly what needs attention without digging for context.
Your sub gets the same alert — with a renewal link attached
Key differentiatorMost tools only alert the GC. TrackMyVendor also emails your sub simultaneously, with a one-time upload link so they can submit the renewed document from their phone — no account, no back-and-forth with you.
Sub uploads — compliance status updates automatically
When the sub submits their renewed document, you get notified and their compliance status updates. No manual status changes, no inbox hunting for the new PDF.
What gets monitored
Every compliance document your subs carry — tracked and alerted automatically.
License expiration
Verified state licenses and manually entered licenses for any state. Same alert cadence regardless of source.
COI expiration
Certificate of insurance dates extracted by AI (Starter+) or entered manually. Alerts fire before the policy lapses.
Missing W-9 notifications
Alert fires when a sub is missing a W-9 entirely — before year-end surprises it. W-9 collection available on Starter+.
Sub gets the alert too
Each expiration alert goes to you and your sub. Their email includes a renewal upload link — no follow-up required on your end.
Dashboard prioritization
"Fix now" vs. "can wait" — expired and critically overdue items surfaced at the top. You know what needs action today.
Route alerts to Slack, Teams & more Pro
Send compliance events to Slack, Microsoft Teams, Zapier, or Make — wherever your team already works. No code required.
Route compliance alerts to the tools your team already uses
TrackMyVendor fires a webhook the moment a sub's COI lapses, a license expires, or a W-9 is missing. Send that event to any of four destinations — no code required. Webhooks are available on the Pro plan.
Slack
Native Workflow Builder — no Zapier needed
Post to #compliance or any channel the moment a COI expires or a license lapses. Use Slack's built-in Workflow Builder — no third-party app required.
- ✓ Routes to any channel or DM
- ✓ 5-minute setup, no code
- ✓ Zapier/Make fallback for free-tier Slack
Microsoft Teams
Power Automate — free with Microsoft 365
Post compliance alerts to any Teams channel using Power Automate — already included in every Microsoft 365 subscription. Paste the webhook URL, format your message, done.
- ✓ No extra cost with Microsoft 365
- ✓ @mention project managers in alerts
- ✓ Auto-retry on failed deliveries
Zapier
7,000+ app connections — Gmail, Sheets, Asana
Use Zapier's "Catch Hook" trigger to receive TrackMyVendor events and fan them out to any downstream app. Log expiring subs to Google Sheets, open Asana tasks, send email summaries — or all three from one Zap.
- ✓ 7,000+ app connections
- ✓ Multi-step Zaps — fan one event to many apps
- ✓ Replay failed tasks from Zap history
Make formerly Integromat
Visual scenario builder — 1,000 free ops/month
Build visual automation scenarios that branch on event type — send COI alerts to one channel, W-9 gaps to another. Make's drag-and-drop canvas is a strong alternative to Zapier with a generous free tier.
- ✓ Visual canvas — no-code drag-and-drop
- ✓ Branch by event type in one scenario
- ✓ 1,000 free operations/month
What TrackMyVendor sends
Five webhook events — each fired independently at the 90/60/30/7-day windows. Every integration above listens for the same events.
contractor.license_expiring
License approaching expiration
contractor.coi_expiring
COI or policy approaching expiration
contractor.w9_missing
Sub doesn't have a W-9 on file
contractor.compliance_changed
Compliance status flips active ↔ at-risk
contractor.created
New sub added to your roster
Configure webhooks in your account under Settings → Integrations. See the full integrations guide →
What GCs are saying
"We used to find out a sub's insurance lapsed when our insurance broker asked during a renewal audit. Now I get a 30-day warning and my sub gets the same email automatically. We've got 6 active projects running right now — I'm not chasing anybody for paperwork."
Mike R. — General Contractor, Dallas TX
Managing 40 subs across 6 active job sites
Simple, transparent pricing
No contracts, no sales call. Start free — paid plans include a 30-day free trial.
Free
Free forever. No credit card. No expiration date on the free tier.
- ✓License verification — TX, FL, CA, WA & OR
- ✓Expiration tracking (dashboard)
- ✓Magic link uploads
- ✓Document storage
Starter
Solo GC or property manager tired of chasing renewals manually.
- ✓Everything in Free
- ✓Automated alerts at 90/60/30/7 days
- ✓Sub also gets alerted — renewal link included
- ✓AI COI parsing — no manual data entry
- ✓W-9 collection & storage
- ✓Compliance reports (PDF & Excel)
Pro
Multiple job sites with a foreman or office manager who also needs access.
- ✓Everything in Starter
- ✓Per-project insurance requirement templates
- ✓Team roles & permissions
- ✓Bulk import — add your roster from CSV
- ✓Timestamped audit trail
- ✓Zapier & Make webhooks
No contracts. Cancel anytime. See the full plan comparison →
Frequently asked questions
Does the alert go to my sub too, or just to me?
What documents trigger alerts?
What if a sub's COI expires mid-project without warning?
Do alerts work for manually entered licenses, or only state-verified ones?
Can I route compliance alerts to Slack, Teams, or other tools?
Stop finding out about expired COIs after the fact
Automated alerts go to you and your sub — 90 days before anything expires. Your sub renews it. You don't chase.
Start free trial — no credit card requiredStarter plan · 30-day free trial · No credit card required
Explore More
Vendor Management
Organize all your contractors in one place
License Verification
Search 1 million+ professional licenses
COI Tracking Software
Software for collecting and tracking COIs
AI COI Parsing
AI-powered certificate of insurance extraction
Contractor Onboarding
Onboard subcontractors without the back-and-forth
Document Storage
Manage all compliance documents securely
Project Management
Group vendors by project or job
Plans & Pricing
View plans and start your free trial