COI & Subcontractor Compliance Software for Commercial Cleaning Companies
Every crew's insurance and bond kept current across every site — without your ops manager chasing it.
When you clean dozens of locations for one facilities contract, a single lapsed COI or bond at one site can cost you the whole account. Set each client's minimums once. TrackMyVendor collects every subcontracted crew's COI, bond and W-9 through a link the crew lead opens on a phone, reads each certificate, checks it against that client, and emails the crew a renewal link before a policy or bond runs out.
How compliance tracking works for commercial cleaning companies
One lapsed COI at one site can cost the whole facilities contract. Set up your crews and clients once; the bonds and policies are kept current across every building from then on.
You, once — about 10 minutes
- 1 Add your subcontracted crews and group them by client, building or account.
- 2 Set each client's minimums — the GL, workers' comp and auto each facilities contract asks for.
- 3 Send each crew lead a link. COI, bond and W-9 upload from a phone — the crew lead doesn't need to sit at a desk.
TrackMyVendor, every day after
- Reads each crew's certificate — limits and every coverage line's dates, as soon as it's uploaded.
- Checks the crew against that client's minimums, so a crew without workers' comp is flagged before they get keys.
- Tracks every bond by its own renewal date, separately from the insurance it sits beside.
- Asks the crew for renewals before they run out, at 90, 60, 30 and 7 days, with their upload link — and follows up an unanswered request after three days.
- Flags a crew the day a policy lapses on every site it serves, and lists what's expiring across all of them every Monday.
The 90/60/30/7-day emails and per-client minimums start on Starter; reading certificates, bond tracking, the Monday summary and the three-day follow-up are on every plan. Compare plans.
Portfolio-wide compliance, without the enterprise platform
Certificate of insurance tracking, per-account requirements and automated follow-up keep every crew and subcontractor contract-ready across every client site you service.
Insurance and bonding read off the document
AI reads each COI — carrier, policy numbers, per-coverage limits and the effective and expiration date of every line — and the endorsement forms behind it, which is where a facility's additional-insured requirement is actually met or missed. Janitorial bonds sit alongside, tracked on their own expiration. See how AI COI parsing works.
Multi-site tracking, with requirements per account
Group crews and subs by client, building, or account, and set the coverage that contract demands — each line with its own minimum limit. Status is answered per location, so a single site never becomes the weak link in a portfolio contract. See how per-account requirements work.
Crews and subs chased automatically
Renewal notices go to the crew or subcontractor as well as your office, each carrying an upload link that needs no account and works from a phone between shifts. One click chases everyone outstanding, with a 48-hour cooldown so nobody is emailed twice.
Every other document a contract names
Background checks, training records, safety documentation, bonding and signed agreements are filed by category against the crew or sub they belong to, each carrying its own expiration date and the same renewal schedule as the insurance.
W-9s through the same link
Subcontractor W-9s are collected in the same request as the certificate, with legal name, TIN and tax classification read off the form. When a facilities manager asks for proof, the same status exports as a PDF or Excel file in seconds.
Renewals in the tools you already run
Subscribe every expiration date into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks — so an account manager sees a lapse without opening another dashboard.
Managing vendors across many properties? See how property managers use TrackMyVendor →
One compliance gap at one site can cost you the whole account
Facilities managers and property managers grant building access on proof of current insurance — and they don't distinguish between "the company is covered" and "this crew is covered." Here is where the exposure adds up, and what TrackMyVendor handles on its own:
An uninsured subcontracted crew on a client's property is your liability the moment something goes wrong.
Done for you: Each crew's certificate is read on upload and checked against that client's minimums — a crew without workers' comp is flagged before they're given keys.
Insurance and bonds spread across many small crews — you can't see who's current at a glance.
Done for you: Every policy line and every bond is tracked by its own date, and the crew is emailed an upload link 90, 60, 30 and 7 days before each runs out.
A facilities manager asks for a current COI before access — and you're scrambling to find it.
Done for you: It's already on the crew's record, read and dated. On Pro, export the whole client's status as a PDF or spreadsheet the same day.
A lapse at one location puts an entire multi-site contract — not just one building — at risk.
Done for you: Group crews by client or building; a lapse turns that crew Non-Compliant on every site it serves, and a Monday summary lists everything expiring across the portfolio.
Job-management tools like Jobber and Housecall Pro let you attach a document, but they don't track when it expires or ask the crew for the renewal. That's the gap that ends contracts — and it's exactly what TrackMyVendor closes.
Documents commercial cleaning companies track
Simple, transparent pricing
Start free with 25 subcontractors. Per-site insurance minimums and renewal emails to subs start on Starter; compliance reports come with Pro.
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
- ✓Prospects — vet a sub before you hire: one link, then approve or decline
- ✓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
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Unlimited subcontractors — no per-record fees and no 25-record ceiling
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the subcontractor
- ✓Safety documents read for you — EMR from the EMR letter, TRIR worked out from the OSHA 300A
- ✓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
- ✓QuickBooks Online — compliance status on each matched vendor record, kept current automatically
- ✓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
- ✓API & integrations — the API, webhooks, 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
- ✓QuickBooks auto-sync — new and changed QuickBooks vendors reach your roster within minutes
No contracts. Cancel anytime. See the full plan comparison →
What a facility contract asks a cleaning company to prove
Commercial cleaning contracts are lost on paperwork more often than on performance. A property manager or facility director conducting a vendor review is looking for a specific set of documents, and the review usually happens without warning.
General liability naming the property as additional insured
Per site. A national account with forty buildings can mean forty certificate holders, each expecting their own entity named correctly — which is exactly the work that does not scale in a spreadsheet.
Workers' compensation for every crew on site
Cleaning is after-hours, unsupervised, and involves ladders, chemicals and wet floors. This is the coverage a facility manager checks first and forgives least.
A janitorial or fidelity bond
Cleaning crews hold keys and work alone in buildings full of other people's property. Many contracts require a bond covering employee dishonesty, and it renews on its own schedule, separate from the insurance.
Commercial auto where crews drive between sites
Route-based crews moving equipment between buildings need it named. A single-site contract often does not require it, which is why it is easy to miss when you add the second site.
Business licensing where the jurisdiction requires it
Cleaning itself is unlicensed in most states, but specialty work — pressure washing that discharges to storm drains, some floor refinishing, pest-adjacent services — can pull a permit requirement you did not expect.
A W-9 for every subcontracted crew
You are issuing the 1099. Collect it with the certificate at onboarding and January is uneventful.
Every document type is filed by category against the sub that supplied it, each with its own expiration date, so a bond renewing in April and a GL policy renewing in November are tracked as two separate deadlines rather than one.
Frequently asked questions
How is this different from Jobber or Housecall Pro?
Can I track compliance across multiple client sites and crews?
Can I produce proof of insurance on demand for a facilities manager?
Can I collect insurance and W-9s from subcontracted crews without an account for them?
We service sites for several different property managers. Can requirements differ per site?
Can we store bonds and other documents that are not COIs?
Can we hand a client proof that our crews are compliant?
Keep every site contract-ready
Every crew's COI, bond and W-9 collected, checked and renewed for you, across every client location — so no account is lost to an expired document.
Start free — track up to 25 crewsNo credit card required
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