TrackMyVendor
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Built for commercial cleaning companies

Stay Contract-Compliant Across Every Client Site — Automatically

When you clean dozens of locations for one facilities-management contract, a single lapsed COI or bonding gap at one site can jeopardize the whole account. TrackMyVendor tracks insurance, bonding, and W-9s for every crew and subcontractor across your entire portfolio — and alerts you before a lapse costs you the contract.

Start free — track up to 25 vendors No credit card required

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." The exposure adds up fast:

An uninsured subcontracted crew on a client's property is your liability the moment something goes wrong
Insurance and bonding spread across many small crews — you can't see who's current at a glance
A facilities manager asks for a current COI before access — and you're scrambling to find it
A lapse at one location puts an entire multi-site contract — not just one building — at risk

Job-management tools like Jobber and Housecall Pro let you attach a document, but they don't track when it expires. That's the gap that ends contracts — and it's exactly what TrackMyVendor closes.

Portfolio-wide compliance, without the enterprise platform

Three modules keep every crew and subcontractor contract-ready across every client site you service.

Insurance & bonding tracking

AI reads each COI and pulls GL limits, janitorial bonding, and expiration dates automatically. Automated alerts at 90/60/30/7 days mean a policy never quietly lapses on an active account.

Multi-site & portfolio tracking

Group crews and subs by client, building, or account. See compliance status across every location under one relationship at a glance — so a single site never becomes the weak link in a portfolio contract.

On-demand proof & W-9s

Export a compliance report for any client audit in seconds, and collect subcontractor COIs and W-9s through a magic link — no account, no app. Everything a facilities manager asks for, ready before they ask.

Managing vendors across many properties? See how property managers use TrackMyVendor →

Documents commercial cleaning companies track

General liability COI
Janitorial / surety bonds
Workers' comp
Additional-insured endorsements
Subcontractor agreements
W-9 tax forms
Business licenses
Auto liability
Client-specific COIs

Frequently asked questions

How is this different from Jobber or Housecall Pro?
Job-management tools like Jobber and Housecall Pro let you store and attach documents, but they don't track when those documents expire. TrackMyVendor is a purpose-built compliance platform: it reads each COI and bond, tracks expiration dates, and alerts you at 90/60/30/7 days before a lapse — the piece those tools don't do.
Can I track compliance across multiple client sites and crews?
Yes. You can group crews and subcontractors by client, building, or account and see compliance status across your whole portfolio at a glance — so a lapse at one location doesn't put an entire multi-site contract at risk.
Can I produce proof of insurance on demand for a facilities manager?
Yes. Every COI, bond, and W-9 lives in one dashboard with live expiration status, and you can export a compliance report as a PDF or Excel file in seconds — ready whenever a facilities manager or property manager asks before granting building access.
Can I collect insurance and W-9s from subcontracted crews without an account for them?
Yes. Send any subcontractor or crew a magic link and they upload their COI, bond, and W-9 from a phone in under two minutes — no login, no app, no account. Everything flows straight into your compliance dashboard.

Keep every site contract-ready

Track insurance, bonding, and W-9s across every crew, subcontractor, and client location — and never lose an account to an expired document.

Start free — track up to 25 vendors

No credit card required

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