AI parsing · Live license checks · Zero chasing

COI Tracking Software & Certificate of Insurance Management

The only platform that verifies the contractor, not just the document.

The only COI platform that also checks whether a contractor's license is active, suspended, or flagged — live against TX, FL, CA, WA & OR state databases. AI parses uploaded COIs automatically. Subs upload via magic link — no account, no chasing.

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No credit card required

TrackMyVendor compliance dashboard showing COI status, license verification results, and expiration alerts for subcontractors

COI status, license verification & expiration alerts in one view

How certificate of insurance tracking works

From first sub to first alert — set up in under 10 minutes.

Import your sub roster

Bulk import

Upload a CSV of your existing subs or add them one at a time. Name and email is all you need to get started.

Send a magic link

Magic link

TrackMyVendor emails the sub a one-time upload link. No account, no portal login required on their end. They upload COI and W-9 from their phone in under 2 minutes.

AI reads the COI

AI parsing

Our AI extracts coverage limits, policy types, and expiration dates from the uploaded PDF automatically. No manual data entry, no mistyped dates causing a false "compliant" status.

License verified in real time

Real-time check

We query TX TDLR, FL DBPR, CA CSLB, WA L&I, or OR CCB directly to confirm the contractor's license is active — not just their insurance. A clean COI and a suspended license can coexist. We catch that.

Dashboard updates — alerts fire automatically

Green (compliant), yellow (expiring), red (non-compliant). At 90/60/30/7 days before any expiration, you and your sub both get an email — with a renewal upload link attached so you never have to follow up manually.

Set up your first sub in under 2 minutes

COI compliance software features — six things spreadsheets can't do

TrackMyVendor is COI management software built for contractors: it goes beyond tracking to automate collection, compliance checks, and reporting.

AI COI Parsing

Reads uploaded PDFs and extracts dates, limits, and policy types automatically. No manual data entry.

Magic Link Uploads

Subs submit COI and W-9 via secure link — no account, no portal login, no chasing email threads.

Live License Verification TX · FL · CA · WA · OR

State databases checked in real time. Active, expired, or suspended — no other COI tool does this.

Expiration Alerts

90/60/30/7-day alerts to you and your sub, with renewal upload link attached. No manual follow-up.

Per-Project Requirements

Set coverage minimums per project. Flags subs underinsured for a specific job, not just your defaults.

Zapier & Make Integrations

Route alerts to Slack, Google Sheets, or 6,000+ apps. No code. Connects to your existing stack.

TrackMyVendor mobile compliance dashboard showing green, amber, and red contractor status

Every sub's status. From your phone.

Green means fully covered and licensed. Amber means something expires soon. Red means they should not be on site. No hunting through folders — the answer is one tap away.

Mobile-optimized dashboard — no squinting at spreadsheet columns on a job site
Filter by project — see only the subs working this week
Export compliance report as PDF or CSV for your owner or insurance broker

We verify the contractor, not just the document

Most COI platforms stop at the PDF. We go to the source.

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. TrackMyVendor is an insurance tracking system built specifically for contractors and property managers who can't afford to let a lapsed policy slip through.

~4 hrs

Lost per week

Emailing subs, updating spreadsheets, hunting for the latest PDF before an inspection.

1 in 5

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. Property managers and GCs use TrackMyVendor as their vendor insurance tracking software to collect, verify, and monitor every certificate from one dashboard.

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.

Verify your first 25 subs free

Per-project COI compliance — because a sub compliant for one job may not be for another

A subcontractor's annual COI is a snapshot of their coverage at issue date — not a guarantee they're covered for every job you assign them to. The owner, the contract value, and the work type all affect what "compliant" actually means on a given project.

Different owners require different additional insureds

Each owner typically requires their name — and sometimes their lender's — listed as an additional insured on your subs' COIs. A COI that satisfies one owner doesn't automatically satisfy another. TrackMyVendor tracks the required additional insured per project so you know exactly which subs need to update their certificate before a job starts.

Different project values require different GL minimums

A $1M GL limit is standard on small tenant improvements. A ground-up build or public project commonly requires $2M or more. A sub carrying $1M GL passes your organization defaults — but is underinsured for your larger jobs. TrackMyVendor flags that gap per project, not just against your blanket minimum.

A sub's single annual COI may cover some jobs but not others

Annual policies have blanket terms — certain locations, work types, or client categories may be excluded depending on how the policy is written. The COI existing is not the same as confirming it applies to a specific job. Per-project compliance templates make that check automatic so you're not relying on reading the policy fine print yourself before every job starts.

Per-project COI compliance is a Pro feature

Set coverage minimums and required additional insureds per project. Subs who pass your defaults are re-evaluated per job automatically.

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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.

30-DAY FREE TRIAL — No credit card required

Free

Up to 25 subcontractors · 1 user

Free forever. No credit card. No expiration date on the free tier.

✓License verification — TX, FL, CA, WA & OR
✓Expiration tracking (in-app reminders)
✓Magic link uploads (no sub account needed)
✓Document storage

Start Free — No Credit Card

Starter

$39/mo

Unlimited subcontractors · 1 user

Solo GC or property manager tired of chasing renewals manually.

✓Everything in Free
✓AI COI parsing — no manual data entry
✓Automated alerts (90/60/30/7 days)
✓W-9 collection & storage
✓Compliance reports (PDF & Excel)

Start Free Trial

Pro

$79/mo

Unlimited subcontractors · Unlimited users

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

Start Free Trial

No contracts. Cancel anytime. See the full plan comparison →

What makes the best COI tracking software? 5 things to look for

Not all COI tools are built the same. Five criteria that separate tools that track documents from tools that actually protect you.

1Does it verify the contractor's state license, not just the COI document?

A COI proves insurance existed at issue date. It says nothing about whether that contractor's license is currently active, suspended, or revoked. Look for a tool that queries state databases (TX TDLR, FL DBPR, CA CSLB, WA L&I, OR CCB) directly — not one that only stores the PDF.

2How do subs submit documents — do they need an account or portal login?

Subs who have to create an account on a vendor portal rarely do it promptly. Look for a tool that sends a one-time magic link: the sub uploads directly from their phone or inbox, no login required. Simpler for them means faster documents for you.

3Who gets expiration alerts — just you, or your subs too?

If only you receive the alert, you still have to chase the sub manually. A good system sends the alert to both parties — with a renewal upload link already attached to the sub's notification, so they can act on it without a back-and-forth.

4Can it handle W-9 collection in the same workflow?

Collecting W-9s separately — often at year-end when it's most inconvenient — is a common pain point. The best tools let you request COI and W-9 together in a single link, so you never have to chase tax documentation separately before January.

5Does it support per-project coverage requirements, not just default minimums?

A $1M GL minimum on a tenant improvement is not the same as the $2M requirement on a ground-up build. A tool that only checks against your organization's default minimums will pass subs who are actually underinsured for a specific project. Look for per-project template support.

TrackMyVendor covers all five — state license verification, magic link collection, dual alerts, W-9 in the same workflow, and per-project coverage requirements.

Frequently asked questions

What is COI tracking software?

COI tracking software — also called certificate of insurance tracking or insurance certificate tracking software — automates the collection, storage, and monitoring of Certificates of Insurance from subcontractors and vendors. Instead of chasing PDFs over email and manually updating spreadsheets, it centralizes every COI, parses the coverage details automatically, and sends you alerts before policies expire.

How is this different from just collecting COIs in a spreadsheet?

A spreadsheet tells you a COI exists. TrackMyVendor tells you whether the contractor is actually licensed and in good standing with the state — something a COI can never confirm on its own. You also get automated expiration alerts, per-project requirement templates, and a compliance dashboard without any manual data entry.

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?

We currently verify contractor licenses against state databases in Texas (TDLR), Florida (DBPR), California (CSLB), Washington (L&I), and Oregon (CCB). Additional states are on the roadmap.

How do subcontractors submit documents?

You send them a magic link — no account, no app, no login required on their end. They upload their COI, W-9, and any other documents in one step. You get notified when submissions arrive.

How much does it cost?

Plans start at $39/month. The first 25 contractors are free — no credit card required to get started. See the full pricing page.

What is certificate of insurance tracking software?

Certificate of insurance tracking software collects COIs from subcontractors and vendors, parses coverage details automatically, monitors expiration dates, and sends alerts before policies lapse. Instead of emailing subs for PDFs and manually updating a spreadsheet, the software centralizes every certificate, flags gaps in coverage, and notifies both you and your sub at 90, 60, 30, and 7 days before expiration. TrackMyVendor also verifies contractor license status against state databases — something no COI document can confirm on its own.

Can I set different COI requirements for different projects?

Yes. Per-project compliance templates let you set different GL minimums and specify required additional insureds for each job. A sub who meets your organization-wide defaults may be underinsured for a specific project — for example, $1M GL on a ground-up build where the owner requires $2M. Different owners also require different names listed as additional insureds, so a COI that satisfies one job doesn't automatically satisfy another. TrackMyVendor flags compliance gaps per project automatically. This feature is available on the Pro plan.

What's the difference between COI tracking and COI management software?

COI tracking refers to monitoring expiration dates on certificates of insurance already on file. COI management software covers the full workflow: collecting COIs from subcontractors via vendor upload links, parsing coverage details with AI, verifying contractor license status, checking coverage against per-project minimums, storing W-9s alongside insurance documents, and generating compliance reports. TrackMyVendor handles the entire management workflow — not just tracking what you already have.