COI tracking software that verifies contractor licenses — TX, FL, CA, WA & OR
Your COI says your sub is covered. It says nothing about whether their license is active, suspended, or flagged. TrackMyVendor checks both — automatically, every time.
No credit card required
Compliance dashboard — COI status, license verification, and expiration alerts in one view
Why TrackMyVendor does what other COI tools can't
Most COI platforms verify the document. We verify the contractor behind it.
| What you need to know | Other COI tools | TrackMyVendor |
|---|---|---|
| Is this contractor's insurance current? | Yes — tracks expiration dates | Yes — tracks expiration dates |
| Is this contractor's state license active? | No — licensing databases not checked | Yes — TX, FL, CA, WA & OR databases in real time |
| Can subs upload documents without an account? | Usually no — vendor portal login required | Yes — one magic link, no account needed |
| Do both you and your sub get expiration alerts? | Varies — often GC-only, no sub notification | Yes — both parties at 90/60/30/7 days |
| Can I collect W-9 in the same workflow? | No — separate HR or accounting system | Yes — W-9 and COI in one magic link request |
Competitor capabilities based on publicly documented features as of April 2026.
Manual COI tracking is costing you more than you think
Most GCs managing 10–150 subcontractors spend 3–5 hours a week chasing insurance certificates — that's before accounting for the real exposure.
Lost per week
Emailing subs, updating spreadsheets, hunting for the latest PDF before an inspection.
COIs expire unnoticed
Without automated alerts, policies lapse silently — often discovered only after an incident.
Coverage on a lapsed policy
A COI proves coverage existed at issue — not that it's still active today.
The gap every other platform ignores
A COI tells you the contractor had insurance when the policy was issued. It says nothing about whether their license is active, suspended, or has open complaints. TrackMyVendor verifies both — every time.
Who this is for: general contractors in Texas, Florida, California, Washington, and Oregon managing 5–150 subcontractors who are tired of compliance being a full-time job.
What the software actually does for you
Every feature below answers: "What does that mean for me on a job site?"
Automated COI collection via magic link
Send a sub a link — they upload their COI directly, no account required on their end. You stop chasing email threads and they stop fumbling with portals they'll never log into again.
LLM-powered COI parsing
Our AI reads the uploaded PDF and pulls out coverage limits, policy types, and expiration dates automatically. No manual data entry, no mistyped dates causing a false "compliant" status.
Real-time contractor license verification
TX · FL · CA · WA · ORWe query state databases directly — Texas TDLR, Florida DBPR, California CSLB, Washington L&I, and Oregon CCB — and show you whether a contractor's license is active, expired, or suspended. No competitor does this. A clean COI and a suspended license can coexist; we catch that.
Per-project insurance requirement templates
Set minimum coverage limits at the project level — $1M GL for a tenant improvement, $2M for a ground-up build. The dashboard flags subs who don't meet the bar for that specific project, not just your default minimums.
Expiration alerts at 90 / 60 / 30 / 7 days
You get emailed before a policy lapses. Your sub gets emailed too, with the same magic link to upload the renewal — so you don't have to follow up manually.
W-9 collection in the same workflow
The magic link request can include W-9 alongside COI. One link, one submission, one less thing to chase separately before year-end 1099s.
Compliance dashboard — compliant / expiring / non-compliant
See every sub's status in one view, filtered by project. Green means fully covered and licensed. Yellow means something expires soon. Red means they should not be on site. No hunting through folders to answer the question.
Beyond COI: one place for every document your subs owe you
COI tracking is where compliance starts, but it is not where it ends. A compliant sub has an active license, a current COI that meets your project's coverage minimums, a W-9 on file for 1099 season, and no open disciplinary actions with their licensing board. TrackMyVendor tracks all of it in a single dashboard — so when your owner asks for a compliance report or your insurance broker calls during an audit, you can pull the answer in under a minute, not over an afternoon.
Certificates of Insurance
Collected via magic link. AI-parsed on arrival. Expiration alerts at 90/60/30/7 days. Coverage limits checked against your project minimums.
Contractor License Status
Verified directly against TX TDLR, FL DBPR, CA CSLB, WA L&I, and OR CCB. Active, expired, or suspended — updated automatically. The check a COI can never replace.
W-9 Collection
Requested in the same magic link as the COI. Stored per subcontractor. Retrievable at year-end. Never chase a W-9 before January again.
Track COI, license status, and W-9 from one dashboard
First 25 subs free. No credit card. Setup takes under 10 minutes.
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
Start free with your first 25 contractors. Paid plans start at $39/month — less than one hour of admin time saved per week.
Frequently asked questions
What is COI tracking software?
How is this different from just collecting COIs in a spreadsheet?
Does it work with Procore?
Not yet. Procore integration is on the roadmap, and we'll announce it when it ships.
Here is what the workflow looks like in the meantime: your subs receive a magic link by email — no Procore login, no new account on their end. They upload their COI, W-9, and any other required documents in one step. When they submit, you get notified immediately. You can export a full compliance report as a CSV at any time and attach it to a Procore project or send it to your owner.
Most GCs find the magic link workflow is actually faster than managing document requests inside Procore, because subs don't need to be added to a project or given system access first. See how TrackMyVendor compares to other platforms →
Which states do you cover for license verification?
How do subcontractors submit documents?
How much does it cost?
Stop managing COIs in a spreadsheet. Start knowing your subs are actually licensed.
First 25 contractors free. No credit card. Set up in under 10 minutes.
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