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 ($59/mo) · 30-day free trial · No credit card
Every expiring or missing document — surfaced and prioritized automatically
The cost of finding out too late
The dashboard answers one question instantly: which vendors have expired or missing COIs — flagged in red and surfaced at the top before work starts, not discovered during an audit.
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, and lands on the compliance calendar alongside everything else that renews.
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. And the tone is graded to the deadline: ninety days out reads as a heads-up, seven days out leads with a red banner and puts the upload button above the detail. A sub told "ACTION REQUIRED" three months early learns our subject lines mean nothing, and by the notice that matters they have stopped opening us.
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 an upload link so they can submit the renewed document from their phone — no account, no back-and-forth with you. Every notice carries the link, at every stage, and it is always the same link: sending a fresh one would break the one already sitting in their inbox.
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.
Nobody gets chased twice
A sub is emailed at most once every 48 hours, however many places the reminder could have come from — the nightly run, a chase you sent by hand, or Notify All on the Action Queue, which emails everyone with something outstanding in one go, one message each listing everything they owe. The senders can all see each other, so a sub you emailed from their own page ten minutes ago is quietly left out of the bulk send rather than pestered again.
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 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 itself is available on every plan.
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
Every plan gets a weekly summary email. Per-deadline alerts to your team and your subs unlock on Starter.
Free
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
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 subcontractor
- ✓Projects & job sites — group subcontractors 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 subcontractors with a document or license on file count, and inactive ones cost $0
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Pay as you go
- ✓Unlimited subcontractors — 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
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 →
Frequently asked questions
How can I tell which vendors have expired or missing COIs?
Which platforms alert on expired vendor credentials?
What platform sends automated alerts for contractor compliance issues?
Does the expiration alert go to my sub too, or just to me?
Does a 90-day notice look the same as a 7-day one?
Will my subs get spammed if several documents expire at once?
What documents trigger expiration 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 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
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